Washington State Archives Presented by: Leslie Koziara Electronic Records Management Consultant Lions and Tigers and Twitter Oh My! Records Management and Blogs, Wikis, Twitter and more

Just a reminder Agencies need to: 1.Retain all public records for at least the minimum retention period as listed on the approved Records Retention Schedule. 2.Continue to retain or transfer to Washington State Archives, all archival records

Do you?

“Technology du jour” and your records Chances are the media will NOT outlive the records Obsolescence or failure bound to happen It’s all about the record, not the media or format record is held within

Blogs, Wikis, Twitter, and emerging “technology du jour” Five key considerations: 1.Are they public records? 2.Are they primary or secondary copies? 3.How long do they need to be kept? 4.How will they be retained by the agency? 5.Is this technology appropriate?

Concerns also apply to: Web 2.0 computing “Cloud” computing SaaS – Software as a Service Other collaborative/shared workspaces hosted over the internet

Look before you leap It is appropriate?

Make sure your agency can manage the creation, receipt and retention of public records documenting the public business transacted – prior to use. Protect your informational assets.

Points to ponder Ask some questions: Make a business case – do you really need to add another “technology du jour”? Check with legal counsel Check out terms of service agreements

TOS = Contract Indemnity issues Determine choice of court if any legal action Rights of company to edit/display/advertise Issues of assignment in the event of merger/acquisition Will use meet overarching regulations? –FOIA, ADA, RCW’s, WAC’s

More issues Copyright and intellectual property rights Privacy, data gathering, data ownership –Model releases, etc 1 st amendment concerns if public forum Identity “hijacking” Security

Who is minding the store? Establish rules and responsibilities: Monitoring site and any TOS changes Monitoring security Who can post? Who can make changes to content? Who needs to capture and maintain?

At risk? Look at own risk tolerance level –What is the content and function of information being generated? –Are there any risks involved in having it out there?

Quote “If archiving social media is required by law, a government should build something on which it knows it can rely on….. …if you were going to be on the hook for producing that archive, you would have to implement some sort of system you have confidence in” Peter Larson, Manager of IT Operations for Douglas County-Colorado

Tips and hints to help Series of exchanges on content, when posted, when withdrawn, updates, etc 3 rd party software or content management systems TwInbox TweetTake ArchiveFacebook SocialSafe

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Washington State Archives: Partners in preservation and access Thank you!