Social Media Gone Wild Benefits, Dangers & Information Security and Privacy Policies Benefits, Dangers & Information Security and Privacy Policies 1

Page 2 © Rebecca Herold. All rights reserved. Agenda What Is Social Media? A Few Social Media Facts Benefits... But Be Aware Of The Dangers... Using Social Media Apps Posting Photos and Videos Common Risks and Scams Topics/Issues to Cover Within Social Media Policies What to Tell Workers What Is Social Media? A Few Social Media Facts Benefits... But Be Aware Of The Dangers... Using Social Media Apps Posting Photos and Videos Common Risks and Scams Topics/Issues to Cover Within Social Media Policies What to Tell Workers

What is “social media”? Just a few examples of the most commonly used types of social media sites: Blogs such as TypePad, WordPress, etc. Collaboration sites, such as wikis (e.g., Wikipedia, Delicious) and social news (e.g., Digg) Livecasting and meeting sites such as Skype, Livestream, etc. Microblogs such as Twitter Photography and art sharing sites such as Photobucket, Flickr, Picasa, VineMe, etc.. Just a few examples of the most commonly used types of social media sites: Blogs such as TypePad, WordPress, etc. Collaboration sites, such as wikis (e.g., Wikipedia, Delicious) and social news (e.g., Digg) Livecasting and meeting sites such as Skype, Livestream, etc. Microblogs such as Twitter Photography and art sharing sites such as Photobucket, Flickr, Picasa, VineMe, etc.. Presentation sharing sites, such as Scribd, Slideshare, etc. Product reviews sites such as Epinions.com, MouthShut.com, etc. People reviews sites such as RateMDs.com, Healthgrades.com, etc. Social networks such as Facebook, LinkedIn, Google+, Pinterest, etc. Video sharing sites such as YouTube, Vimeo, etc. Virtual worlds such as Second Life, Maple Story, etc Page 3 © Rebecca Herold. All rights reserved.

Page 4 © Rebecca Herold. All rights reserved. A Few Social Media Facts (1/2) Twitter has over 555 million users and over 200 million tweets per day Facebook has over 901 million users, 50% of which log in daily Over 150 million people use LinkedIn Google+ has over 170 million users Pinterest has over 11.7 million users Over 40% of all Internet traffic is video YouTube has 107 million unique visitors each month and 10.3 million followers on Twitter The number of social media sites is unlimited Twitter has over 555 million users and over 200 million tweets per day Facebook has over 901 million users, 50% of which log in daily Over 150 million people use LinkedIn Google+ has over 170 million users Pinterest has over 11.7 million users Over 40% of all Internet traffic is video YouTube has 107 million unique visitors each month and 10.3 million followers on Twitter The number of social media sites is unlimited

A Few Social Media Facts (2/2) Everyone is impacted by social media sites What happens on social media sites stays online forever Everyone is impacted by social media sites What happens on social media sites stays online forever Page 5 © Rebecca Herold. All rights reserved.

Benefits Customer Service Knowledge Sharing and Collaboration Patient Health Education Customer Awareness Learning Marketing New Contacts News/World Events Patient Care Research Crisis Management Customer Service Knowledge Sharing and Collaboration Patient Health Education Customer Awareness Learning Marketing New Contacts News/World Events Patient Care Research Crisis Management Page 6 © Rebecca Herold. All rights reserved.

Dangers Damage Reputations Leaking Information (e.g., PHI, employee info, etc.) Network Slow-Downs and Stand-stills Personal Relationships Damaged Physical Dangers Potentially Be Seen By Everyone For frequent hacks Damage Reputations Leaking Information (e.g., PHI, employee info, etc.) Network Slow-Downs and Stand-stills Personal Relationships Damaged Physical Dangers Potentially Be Seen By Everyone For frequent hacks Spread Malware Keyloggers Time Bandits Used As Evidence in Investigations Misinterpreted Information Violate Laws Result in Civil Lawsuits Page 7 © Rebecca Herold. All rights reserved.

Using Apps & Other Software Spotify Foursquare Farmville Instagram TribeHR Etc. Spotify Foursquare Farmville Instagram TribeHR Etc. Page 8 © Rebecca Herold. All rights reserved.

Activities from Personal Networks/Devices Don’t post about work Don’t post about co- workers Don’t post about customers, patients, etc. Don’t sync or share files between personally-owned computers and computers/systems Don’t post about work Don’t post about co- workers Don’t post about customers, patients, etc. Don’t sync or share files between personally-owned computers and computers/systems Page 9 © Rebecca Herold. All rights reserved.

Risks Posting Photos & Videos About workplace, patients, customers and co-workers Personal photos Patient/customer/consumer photos Obtaining consent About workplace, patients, customers and co-workers Personal photos Patient/customer/consumer photos Obtaining consent Page 10 © Rebecca Herold. All rights reserved.

Common Social Media Risks and Scams Spear phishing Social engineering Spoofing Malware Keyloggers Denial of Service (DoS) Spear phishing Social engineering Spoofing Malware Keyloggers Denial of Service (DoS) Page 11 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (1/11) Appropriate use of social networks (Facebook, LinkedIn, YouTube and Twitter in particular) From the networks From the company-owned computing devices From networks using personally-owned computing devices From staff-owned computing devices and/or networks From public computers/networks Appropriate use of social networks (Facebook, LinkedIn, YouTube and Twitter in particular) From the networks From the company-owned computing devices From networks using personally-owned computing devices From staff-owned computing devices and/or networks From public computers/networks Page 12 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (2/11) Blogging Content of posts References to co- workers, customers, patients, the business, etc. Blogging Content of posts References to co- workers, customers, patients, the business, etc. Page 13 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (3/11) Wikis (e.g., Wikipedia, GeniusWiki, Brainkeeper, Zwiki) Those (if any) acceptable to use for business purposes Those unacceptable to use for business purposes Acceptable activities for the wikis Wikis (e.g., Wikipedia, GeniusWiki, Brainkeeper, Zwiki) Those (if any) acceptable to use for business purposes Those unacceptable to use for business purposes Acceptable activities for the wikis Page 14 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (4/11) Information that should not be posted from any type of location/computer PHI, PII, SPI, etc. Co-worker information Confidential business information Information that should not be posted from any type of location/computer PHI, PII, SPI, etc. Co-worker information Confidential business information Page 15 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (5/11) Marketing requirements/guidelines Positions/departments authorized to post Types of information acceptable to post Type of information that should not be posted Do not take personal information from sites to use for business (e.g., marketing, etc.) Marketing requirements/guidelines Positions/departments authorized to post Types of information acceptable to post Type of information that should not be posted Do not take personal information from sites to use for business (e.g., marketing, etc.) Page 16 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (6/11) Security controls that need to be in place Anti-malware Firewalls (including personal firewalls) Spam prevention DLP Security controls that need to be in place Anti-malware Firewalls (including personal firewalls) Spam prevention DLP Page 17 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (7/11) Time spent on social networks while at work Not while with customers or patients Only for short periods of time Only during breaks Time spent on social networks while at work Not while with customers or patients Only for short periods of time Only during breaks Page 18 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (8/11) Linking/friending/etc. with customers, patients and co- workers Don’t ask for worker passwords Only authorized personnel can participate from accounts established for personnel Don’t link/friend/etc. from your personal accounts that list as your employer Examples of how to respond to request: –“Thank you very much for your invitation! However, it is against our policies to link with or friend patients in social network sites.” Linking/friending/etc. with customers, patients and co- workers Don’t ask for worker passwords Only authorized personnel can participate from accounts established for personnel Don’t link/friend/etc. from your personal accounts that list as your employer Examples of how to respond to request: –“Thank you very much for your invitation! However, it is against our policies to link with or friend patients in social network sites.” Page 19 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (9/11) Posting photos & videos Patient/customer posting (e.g., that patients/customers want to take with staff) –Ask that they only post images that include staff with the staff’s knowledge –Ask that they don’t include others within their images Staff posting –No posting of patient/customer images unless approved by the Privacy Office or with written consent of patient –No posting of images showing facility entries or other staff unless approved by the Privacy Office Posting photos & videos Patient/customer posting (e.g., that patients/customers want to take with staff) –Ask that they only post images that include staff with the staff’s knowledge –Ask that they don’t include others within their images Staff posting –No posting of patient/customer images unless approved by the Privacy Office or with written consent of patient –No posting of images showing facility entries or other staff unless approved by the Privacy Office Page 20 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (10/11) Reacting to posts about and staff Don’t respond directly to negative posts Report the negative posts to the PR Office Don’t argue, defame, or otherwise act negatively in communications with others online Reacting to posts about and staff Don’t respond directly to negative posts Report the negative posts to the PR Office Don’t argue, defame, or otherwise act negatively in communications with others online Page 21 © Rebecca Herold. All rights reserved.

Social Media Policies Topics (11/11) Donor searches (e.g., kidney, etc.) Only authorized personnel can post messages for such searches Only authorized personnel can post replies to posts offering organs Donor searches (e.g., kidney, etc.) Only authorized personnel can post messages for such searches Only authorized personnel can post replies to posts offering organs Page 22 © Rebecca Herold. All rights reserved.

Page 23 © Rebecca Herold. All rights reserved. Before Posting Think (1)… Are you posting anything you, or your friends, family, co-workers, employers, patients or guests don’t want the entire world to see? –Internet-based social media sites are public, even many that say they are “private” –Social media sites on “closed” networks have more controls Are you posting anything you, or your friends, family, co-workers, employers, patients or guests don’t want the entire world to see? –Internet-based social media sites are public, even many that say they are “private” –Social media sites on “closed” networks have more controls

Page 24 © Rebecca Herold. All rights reserved. Do you want that post to be seen forever? –Once posted on the Internet information is virtually impossible to remove –Information posted on internal networks are easier to control Do you want that post to be seen forever? –Once posted on the Internet information is virtually impossible to remove –Information posted on internal networks are easier to control Before Posting Think (2)…

Page 25 © Rebecca Herold. All rights reserved. What are the consequences of your posts being used out of context? –Your Internet posts can be copied, altered, reposted –Will your hard work be used inappropriately by someone else? What are the consequences of your posts being used out of context? –Your Internet posts can be copied, altered, reposted –Will your hard work be used inappropriately by someone else? Before Posting Think (3)…

Page 26 © Rebecca Herold. All rights reserved. Could your post put you, or your family, friends, co- workers, customers or patients in danger? –Criminals like to see posts stating when people will be at specific locations, away from their home, etc. –We are a litigious society Could your post put you, or your family, friends, co- workers, customers or patients in danger? –Criminals like to see posts stating when people will be at specific locations, away from their home, etc. –We are a litigious society Before Posting Think (4)…

Page 27 © Rebecca Herold. All rights reserved. Are you violating any laws? –Are you violating any healthcare, financial, or other federal, state or international laws? –Are you committing copyright or licensing infringement with the information you post? –Are you stating something as fact that really isn’t? Are you violating any laws? –Are you violating any healthcare, financial, or other federal, state or international laws? –Are you committing copyright or licensing infringement with the information you post? –Are you stating something as fact that really isn’t? Before Posting Think (5)…

Page 28 © Rebecca Herold. All rights reserved. Is your message clear? –Be sure you are not unintentionally breaking cultural norms or putting out something unintentionally offensive. –Meet the expectations of company communications for internal sharing. Is your message clear? –Be sure you are not unintentionally breaking cultural norms or putting out something unintentionally offensive. –Meet the expectations of company communications for internal sharing. Before Posting Think (6)…

Page 29 © Rebecca Herold. All rights reserved. Remember… Question s?

Page 30 © Rebecca Herold. All rights reserved. Contact Information Rebecca Herold & Associates, LLC “The Privacy Professor” ® 1408 Quail Ridge Avenue Van Meter, Iowa Phone Web site: Blog: TwitterID: Rebecca Herold & Associates, LLC “The Privacy Professor” ® 1408 Quail Ridge Avenue Van Meter, Iowa Phone Web site: Blog: TwitterID: