Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture...

52
ACA@UBC Seminar “We shape our tools, and our tools shape us” February 6, 2013 Bethany Cron National Archives and Records Administration Office of the Chief Records Officer Social Media Guidance and the Capture of Social Media Records

Transcript of Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture...

Page 1: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

ACA@UBC Seminar

“We shape our tools, and our tools shape us”

February 6, 2013

Bethany Cron

National Archives and Records Administration

Office of the Chief Records Officer

Social Media Guidance and the Capture of Social Media Records

Page 2: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Overview

2

Background on social media in Government

Examples of agency use

Background on NARA

NARA Requirements in Bulletins

Best practices for records management

Next steps

Page 3: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Timeline of US Government Use of Social Media

Background on social media in Government

Page 4: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 5: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 6: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 7: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 8: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Examples of agency use

Page 9: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 10: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Social Media at NARA

Citizen Archivist Dashboard Facebook Foursquare Flickr Historypin Ideascale Storify Tumblr Twitter Ustream YouTube

Page 11: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 12: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 13: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

• NARA is responsible for

ensuring the proper

management of all government

records

Background on NARA

Page 14: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Federal Records Act (FRA) (44 U.S.C. Chapter 31)

Gives the Archivist of the United States the authority to provide guidance and assistance on the management of records

Staff at the Lenexa, Kansas, Federal Records Center transport records for scheduled disposal. (Photo by Darryl Herring)

Page 15: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Records Lifecycle

Page 16: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Office of Chief Records Officer

16

Page 17: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Records Management Policy Section

17

Page 18: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

NARA Requirements in Bulletins

National Archives Building Washington, DC

Archives II College Park, MD

Page 19: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

NARA Bulletin: Guidance on Managing Records in Web 2.0 & Social Media Platforms

19

Expands on NARA's existing web guidance Implications of Recent Web Technologies for NARA Web Guidance NARA Guidance on Managing Web Records

Not intended to provide agencies with model schedules or step-by-step guidance

Page 20: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Defining Federal records

The Federal Records Act (44 U.S.C. 3301) defines Federal records as any material that is recorded,

made or received in the course of Federal business, regardless of its form or characteristics, and is

worthy of preservation.

Page 21: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Defining social media records

21

If any answers are YES, then content is likely a record:

Is the information unique and not available

anywhere else?

Does it contain evidence of an agency’s

policies, business, mission, etc.?

Is this tool being used in relation to the agency’s work?

Is use of the tool authorized by the

agency?

Is there a business need for the information?

Page 22: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Framing the issues

Recordkeeping

Identification of records

Implementation of records schedules

Capture

Content management

Personally identifiable information

Public expectations

Content in multiple places

Ownership and control of data

Page 23: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Addressing Records Management Challenges

23

Policy

Records Scheduling

Preservation

Page 24: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

24

Areas to consider include: Identifying records Defining ownership Terms of service (TOS) Communicating policies Monitoring use and value Monitoring changes to TOS

Policy

Page 25: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 26: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

26

Agencies must create new schedules or apply existing disposition authorities considering:

Use and functionality Any enhanced processes, functionality, added metadata, or other features

Records Scheduling

National Archives and Records Administration, 1987

Page 27: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Appendix A - Flowchart

Page 28: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Department of State – DipNote Blog

Page 29: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

29

Capture strategies include: Using web crawling software Using web capture tools to create local versions of sites and migrate content to other formats Using platform APIs Using RSS Feeds, aggregators, or manual methods

Preservation

Page 30: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Agency responsibilities with contractors and third parties

30

Page 31: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Q. Federal Records: Agency acknowledges that use of Pinterest's Services may require management of Federal records. Agency and user-generated content may meet the definition of Federal records as determined by the agency. If Pinterest holds Federal records, the Agency must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Managing the records includes, but is not limited to, secure storage, retrievability, and proper disposition of all Federal records including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. The Agency is responsible for ensuring that it is compliant with applicable records management laws and regulations through the life and termination of its use of the Services.

December 20, 2012

Page 32: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Background

32

June 2011: GAO Audit 11-605,“Social Media: Federal Agencies Need Policies and Procedures for Managing and Protecting Information They Access and Disseminate"

Archivist: NARA will develop "guidance on effectively capturing records from social media sites and … best practices.”

Page 33: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Social media use in Federal agencies

33

GAO 11-605 areas of concern: Management of Federal records Privacy Security

2011 RMSA reported only 50% of responding agencies had policies and

procedures

Page 34: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Upcoming NARA Bulletin and White Paper

Builds on NARA's Guidance on Managing Records in Web 2.0/Social Media Platforms

Provides additional guidance and best practices for capturing records

Serves as another step to address concerns raised in the GAO Audit

Page 35: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Agency Forum

35

Attended by web managers and RM staff from selected agencies

Three agencies presented

Only a few examples could be classified as "best practices"

Photograph of the National Archives Building at Night at the Pennsylvania Avenue Entrance, 1972

Page 36: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Current tools and methods for capture

36

Backupify Hootsuite ThinkUp

Ohmygov.com Ask vendor directly for

content PDF/A

Print and file Export in CSV format

Copy and paste into a word doc

Flickr API

Page 37: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Examples of Agency Policies Agency Social Media

Policies Social Media in Use

Excerpts from Social Media Policies

Centers for Disease Control

CDC Social Media Tools, Guidelines and Best Practices Twitter Guidelines and Best Practices Facebook Guidelines and Best Practices

Facebook, Twitter, YouTube, LinkedIn

"9. Establish a Records Management System: Set-up a system to keep track of your Twitter posts, @replies, retweets and mentions to comply with Federal guidelines for records management and archiving." (Twitter Guidelines p.4) "Records Management. All Facebook page administrators must establish a system to collect all Facebook posts, comments, fan posts, events, and hidden posts (spam) to comply with Federal guidelines for records management and archiving. Any comment removed for violating the CDC commenting policy must be recorded and archived prior to deleting.” (Facebook Guidelines p.2)

Department of State

Using Social Media Facebook, Twitter, YouTube, Flickr, Tumblr, blog, Google+, RSS feeds

"(9) Records in social media sites must be copied or otherwise captured and maintained with related records, unless the site has a record management application that can manage the records throughout its lifecycle. Nonrecord content consisting of duplicate information which is maintained in other department recordkeeping systems (original recordkeeping copy is maintained in accordance with its records disposition schedule), and transitory records do not need to be archived and may be deleted when no longer needed." (p.11)

Smithsonian Institution

Electronic Records: Recommendation for Preservation Formats The Smithsonian: Using and Archiving Facebook

Facebook, Twitter, YouTube, Flickr, Pinterest, Virtual World, blog

For text, video, audio, and other files: "In accordance with best practices, SI Archives prefers to preserve transferred electronic records in the formats described in the table below." (Electronic Records p.5) "We created PDF/A capture of Facebook pages." (The Smithsonian: Using and Archiving Facebook)

Page 38: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

38

National Archives and Records Administration, 1989

Best practices for records management

Page 39: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Building a Foundation

39

Institute a working group

Apply the definition of a Federal record

Review existing records retention schedules

Construction of the Foundation for the National Archives Building, September 1, 1932

Page 40: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Tools and Methods

40

Evaluate and test available tools

Consider using tools with transparent processes

Use built-in export capabilities

Use APIs to create customized tools

Ask the platform provider for social media content

Page 41: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Implementation

41

Incorporate specific language into TOS

Delegate roles and responsibilities for capture

Provide training for staff

Provide centralized guidance

Share your lessons learned

The Archivist’s Code (ARC ID 3493260)

Page 42: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Examples of social media capture tools and methods

42

Backup products

Web crawlers

It is the agency’s responsibility to determine if the tools and methods are adequate for

preservation purposes.

Page 43: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Table of available tools and software

43

Page 44: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 45: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 46: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 47: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 48: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 49: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and
Page 50: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Related activities at NARA Implementing the goals of the Managing Government Records Directive

Updating the transfer guidance with additional acceptable formats

Revising General Records Schedules to incorporate web records

Working to investigate automated technologies to manage diverse collections of digital records

JPEG HTML XML JSON MP4

Page 51: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

51

The Bulletin will be published soon

Follow NARA’s Records Express blog for updates

@NARA_RecMgmt

Next steps

Page 52: Social Media Guidance and the Capture of Social Media Records Social Media Guidance and the Capture of Social Media Records Author: Bethany Cron Subject: International Seminar and

Thank you.

[email protected]

52

Questions?


Social Media Man (Infographic) | One Social Media | Social Media Infographics | Social Media Statistics

Social Media Man (Infographic) | One Social Media | Social Media Infographics | Social Media Statistics

Complaints Manager - Knowledge Capture · 2019-02-28 · • IBM Content Manager • IBM e-Discovery • IBM Datacap • IBM i2 • Knowledge Capture Online® • SMC4 Social Media

Complaints Manager - Knowledge Capture · 2019-02-28 · • IBM Content Manager • IBM e-Discovery • IBM Datacap • IBM i2 • Knowledge Capture Online® • SMC4 Social Media

SOCIAL MEDIA GUIDELINES Social Media Guidelines...SOCIAL MEDIA GUIDELINES 20 Social Media Guidelines ... SOCIAL MEDIA GUIDELINES—APPENDIX SOCIAL MEDIA DON’TS 4 . SOCIAL MEDIA GUIDELINES—APPENDIX

SOCIAL MEDIA GUIDELINES Social Media Guidelines...SOCIAL MEDIA GUIDELINES 20 Social Media Guidelines ... SOCIAL MEDIA GUIDELINES—APPENDIX SOCIAL MEDIA DON’TS 4 . SOCIAL MEDIA GUIDELINES—APPENDIX

Recent approaches to capture web content, which Heritrix can’t harvest Capturing Social Media Screen filming of Rich Media Project: Event crawl of.

Recent approaches to capture web content, which Heritrix can’t harvest Capturing Social Media Screen filming of Rich Media Project: Event crawl of.

Agenda Social Media Overview Social Media Benefits Airports & Social Media.

Agenda Social Media Overview Social Media Benefits Airports & Social Media.

2017 Olympic Sports Social Media Ranking #OlympicRanking Olympic Sports... · This 2017 ranking aims to capture the social media footprint of the international Olympic sport organisations

2017 Olympic Sports Social Media Ranking #OlympicRanking Olympic Sports... · This 2017 ranking aims to capture the social media footprint of the international Olympic sport organisations

Followers, Fans, Free Tools, Earned Media, Engagement - Social Media and the Attempt to Capture the Opportunity

Followers, Fans, Free Tools, Earned Media, Engagement - Social Media and the Attempt to Capture the Opportunity

New Collaboration Tools Are Creating More Productive Store … · New Collaboration Tools Are Creating ... Social media communities engage associates, capture innovation, resolve

New Collaboration Tools Are Creating More Productive Store … · New Collaboration Tools Are Creating ... Social media communities engage associates, capture innovation, resolve

Media Orchestration from Capture to Consumption - …mpeg.chiariglione.org/sites/default/files/files/standards/parts... · Media Orchestration from Capture to Consumption ... including

Media Orchestration from Capture to Consumption - …mpeg.chiariglione.org/sites/default/files/files/standards/parts... · Media Orchestration from Capture to Consumption ... including

Intro to Social Media, Social Media Tools, Social Media Campaign

Intro to Social Media, Social Media Tools, Social Media Campaign

Social Media Strategy Whitepaper - iiftk.files.wordpress.com€¦ · Social Media Strategy – E+ Whitepaper | September 2009 Social Media Strategy Social Media Overview The social

Social Media Strategy Whitepaper - iiftk.files.wordpress.com€¦ · Social Media Strategy – E+ Whitepaper | September 2009 Social Media Strategy Social Media Overview The social

A comparative empirical study on social media sentiment … · 2017. 8. 14. · Sentiment analysis using social media can capture large scale trends using the large amount of data

A comparative empirical study on social media sentiment … · 2017. 8. 14. · Sentiment analysis using social media can capture large scale trends using the large amount of data

Social Media Strategy Template€¦ · Social Sharing links on Blog posts, Landing pages and other pertinent static site pages At least 1 "lead capture" landing page, with relevant

Social Media Strategy Template€¦ · Social Sharing links on Blog posts, Landing pages and other pertinent static site pages At least 1 "lead capture" landing page, with relevant

Engaged Teachers: Using Social Media Tools to Capture the Imagination and Engage the Learner

Engaged Teachers: Using Social Media Tools to Capture the Imagination and Engage the Learner

The Use of Social Media by the Army population · Data & Methods Social media offers a new opportunity to capture Soldiers ... They provide users with a free application programming

The Use of Social Media by the Army population · Data & Methods Social media offers a new opportunity to capture Soldiers ... They provide users with a free application programming

Social Media - Stanford Universitynetseminar.stanford.edu/past_seminars/sessions/jim... · -View-Analyze-Notify-Delegate-Act-Render-Transcode-Capture-Synchronize Metadata Search Monitor

Social Media - Stanford Universitynetseminar.stanford.edu/past_seminars/sessions/jim... · -View-Analyze-Notify-Delegate-Act-Render-Transcode-Capture-Synchronize Metadata Search Monitor

Social media posts and online search behaviour as early ...Social media sources and online search behaviour To capture social media posts about MRSA (all publicly shared social media

Social media posts and online search behaviour as early ...Social media sources and online search behaviour To capture social media posts about MRSA (all publicly shared social media

Direct Capture of Organic Acids from Fermentation Media ...

Direct Capture of Organic Acids from Fermentation Media ...

Do altmetrics capture societal engagement? A comparison between survey data and social media data

Do altmetrics capture societal engagement? A comparison between survey data and social media data

Social Media Quarterly Roadmap May 10, 2010. Top Goals Increase engagement on PBS.org and station web sites Utilize social technologies to capture new.

Social Media Quarterly Roadmap May 10, 2010. Top Goals Increase engagement on PBS.org and station web sites Utilize social technologies to capture new.