Social Networking / Web 2.0 And Responsibilities of Government – Records Mgmt, Open Meeting Law and IT Governance Presented by: Jerry Kirkpatrick Arizona State Library, Archives and Public Records Liz Hill State Ombudsman’s Office Matt Morales Government Information Technology Agency (GITA)

Social Networking / Web 2.0 And Responsibilities of Government – Records Mgmt Presented by: Jerry Kirkpatrick Records Management Specialist Arizona State Library, Archives and Public Records Records Management Division

Examples of Social Networking and Government 1. President Obama’s Transparency and Access 2. Deer Valley Unified School District is now tweeting current District news. (What records series would this be?) 2. City of Surprise in tweeting current City news. 3. State Agencies are on Facebook, MySpace. 4. Transportation Departments use to alert public about street repairs / projects. 5. Emergency Management Departments and First Responders use for emergency alerts. 6. Police Department tweets accident reports / road driving reports. 7. City Council using for citizen input to City policies, future agenda action items, etc.

“Records” — As Defined By Statute A.R.S. § “records” means all books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristics... made or received by any governmental agency in pursuance of law or in connection with the transaction of public business and preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government, or because of the informational and historical value contained therein.

Duties of All Public Bodies and Employees for Retention & Preservation Establish and maintain an active, continuing program for the economical and efficient management of the public records of the agency. ARS (A)(1)

Records Management, As Defined by Statute Records Management means the creation and implementation of systematic controls for records and information activities from the point where they are created or received through final disposition or archival retention, including distribution, use, storage, retrieval, protection and preservation. ARS (D)

Think Before You Tweet… ( For the Record If it meets the definition of , it is a record. SocNet is No PicNic We are still trying to manage records. It’s the Content (and Intent), Stupid The content determines the retention, not the media type. No Schedule, No Service Need to put these records on a Retention Schedule.

Think Before You Tweet… No Policy, No Service Need to have a policy for SocNet from RM perspective. Use of Terms Incorporate the Terms of Use into your policy / procedures. Comments Made to SocNet Some SocNet will allow you to have comments ed – use Department / Agency address. For Once, Try NOT to be Original Copies of information / documents are NOT records.

Think Before You Tweet… If you Can’t, Should You? Statutes require public bodies to manage their records. Notify and Involve Information Technology (IT) Records Managers need the help of IT in this, as with other e- records. Keep It Simple Keep to one topic at a time – for ease of Records Mgmt. Use a Title / Heading Where possible (blogs) use a Heading to help with Records Mgmt.

Think Before You Tweet… Train, Train, Train You can never train staff too much on e-communications & RM. King of the Content Who controls the content? The retention? You should. If it Works, Use It Consider having a SocNet site that tells others how to set these up. The Matrix Keep a Matrix of who is using Web 2.0, by application Do You Copy? Can the records you post be copied by the public? They should.

DRAFT Retention Schedule for Web 2.0 Records ( Social Networking Records (including blogs, wikis, Twitter, Facebook, MySpace and other related applications) 1.Duplicate / Copies of Records (non-record copy, including any content on a Web 2.0 application that is strictly a duplicate or transitory in nature, with a record copy of the information existing elsewhere) - After reference value has been served

DRAFT Retention Schedule for Web 2.0 Records 2. Official Records (includes any content on a Web 2.0 application that meets the ARS § definition of a record and is not a duplicate record, transitory or retained elsewhere) a. Transitory materials (of limited reference value, including general postings and comments, general correspondence, walls, feedback and related records) - After reference value has been served

DRAFT Retention Schedule for Web 2.0 Records b. Public information records (including press releases, photographs, public service announcements, notices of upcoming events and other related records) i. Non-historic - After administrative value has been served ii. Historic - Permanent c. Biographic information (including “about us” and background information) - After superseded or obsolete d. All others - Retain for the same period as required for other forms of the same records series

DRAFT Retention Schedule for Web 2.0 Records 3. Format and Control Records a. Administrative (including social networking matrix, marketing plan, registration records, CEO/CIO approval records, copyrighted material documentation records, friends / fans lists and related records, per GITA Policy requirements) - 1 year after superseded b. Technical (including configuration / setup files, installation and implementation records, design records, program operation, software related, site logs and statistical compilations, “hits”, site maps, comprehensive list of URLs referenced, ) - 1 year after superseded

Social Networking / Web 2.0 And Responsibilities of Government – Open Mtg Law Presented by: Liz Hill Assistant Ombudsman - Public Access State Ombudsman’s Office

Open Meeting Law Policy: Public bodies must meet and take legal action in public. Meeting: Gathering, in person or through technological devices, of a quorum of a public body at which they discuss, propose, deliberate, or take legal action Public Body: multimember governing bodies and all committees/subcommittees thereof

Basic Requirements Notice Agenda Access to governmental process/meeting Minutes See also Attorney General Opinion I Re: Application of open meeting law to meetings of public bodies conducted online

Social sites can bump up against open meeting laws Examples: Are these a problem? 1. City council members have Facebook pages set to private status (e.g., can be viewed only by certain individuals or groups of individuals). A quorum send private messages and comments regarding council business (matters that may foreseeably come before the council for official action). What about wall-to-wall communications? 2. City Council members discuss council business on the City’s Facebook page.

More examples… 3) Council members use a website blog or message board to solicit comments from other council members, which results in an exchange or discussion of council business. 4) Council members use twitter to share information.

Social Networking / Web 2.0 And Responsibilities of Government – IT Governance Presented by: Matt Morales Director of Communications and Intergovernmental Affairs Government Information Technology Agency

State Agencies reaching out to the public… Social Networking should be the domain of the Public Relations officer in your agency.  Ability to contact stakeholders  Gather Information on upcoming events  Make the agency open and accessible to the public

Objective To identify proper practices and behaviors for use of Social Networking Applications for State Business, while protecting the rights and privacy of its citizens and the integrity of State. Social Networking is to be used to drive the next generation of web services that will facilitate improved and targeted communications and information sharing between the Community/Citizen and the State.

Key Issues Business/Program Marketing Plan Driven Balance responsibility between leadership and employee Managed Single Point of Control & Monitoring Maintenance of a Social Networking User Matrix Compliance with All IT Security and Privacy PSP

Tiered Social Networking Public Safety Information Sharing Promoting Services WWW

Protected Social Networking Who has access to Facebook and Twitter?  Only those who would normally speak for the Department, Agency, Board or Commission.

Summary Directors and their designees should be the only users with access to social networking. Social Networking should, at this time, be only considered a new venue for the dissemination of information. Press Releases, Points of Information, Notices.