NACIO
Webinar
September
2014
TCU Public Communicator Program
Dr. Jacqueline Lambiase, Co‐Director
Jessica Beyer, NACIO First VP, Blue Earth County, Minn.
Social Media & Public Records: What You Need to Know
Anil Chawla Founder & CEO
Social Media & Public Records:
What You Need to Know
Presented by
Anil Chawla
Slide 3
My goals for this webinar
Share real‐life examples and case studies Discuss your options for record keeping Demonstrate an automated archive – live!
Answer your questions
1
2
3
4
The Public Records Issue
"Writings" means and includes all books, papers, maps,
photographs, cards, tapes, recordings, or other
documentary materials, regardless of physical form or
characteristics. "Writings" includes digitally stored data,
including without limitation electronic mail messages, but
does not include computer software.
"Writings" means and includes all books, papers, maps,
photographs, cards, tapes, recordings, or other
documentary materials, regardless of physical form or
characteristics. "Writings" includes digitally stored data,
including without limitation electronic mail messages, but
does not include computer software.
Slide 5
Colorado Open Records Act
The general forms in which the media containing public
information exist include a book, paper, letter, document,
e‐mail, Internet posting, text message, instant message,
other electronic communication, printout, photograph,
film, tape, microfiche, microfilm, photostat, sound
recording, map, and drawing and a voice, data, or video
representation held in computer memory.
The general forms in which the media containing public
information exist include a book, paper, letter, document,
e‐mail, Internet posting, text message, instant message,
other electronic communication, printout, photograph,
film, tape, microfiche, microfilm, photostat, sound
recording, map, and drawing and a voice, data, or video
representation held in computer memory.
Slide 6
Texas Public Information Act
Section 552.002(c)
Slide 7
But are you receiving
requests for social media?
“Any and all documents that relate to…”
“All reports of the incident…”
“All notifications of the street closure…”
Slide 11
Case study: Why metadata matters
O'Neill v. City of Shoreline Case No. 82397-9
• Lawsuit requesting metadata about who sent an email
• Settled in 2013 after 7 years • City paid $538,555
As a result of this case, the Washington Supreme Court ruled that
Example: Metadata in a tweet
126 characters = 2,308 characters of
metadata
Important details such as user IDs &
timestamps
Case study: A social media lawsuit
Hawaii Defense Foundation, et al. v. City and County of Honolulu, et al.
Case No. 1:12-cv-00469
• Lawsuit filed because of deleted Facebook postings
• Plaintiff claimed 1st amendment rights were violated
• City settled by agreeing to pay $31K in attorneys fees
Beyond public information requests, social media records can also serve as key legal evidence.
Slide 17
Why isn’t this IT’s problem?
•
The
data
exists
outside
IT’s
control
•
Access
to
social
media
is
not
centralized
•
Are
you
responsible
for
public
information
?
Record Keeping Options
Slide 19
But first…what not to do!
DO NOT…
believe that “one
way”
social media exists. You can’t:
• Turn off Facebook comments • Prevent Twitter mentions• Disable all private messaging
DO NOT…
rely on each social
network to keep your data
Partial Solution #1: Manual archiving
Manually copy & paste, or take screen
shots, from each social networking site.
Manual archiving: pros / cons
PROS
“Free”
No
IT
deployment
CONS
Not
actually
free
Difficult
to
organize
&
manage
Poor
records;
easily
Partial Solution #2: Personal backup tools
Periodically capture a basic copy of your
social media data from each social
Personal backup tools: pros / cons
CONS
Very
basic
capture
Very
little
context;
hard
to
make
make
sense
of
the
data
Not
designed
for
record
keeping;
limited
search
functionality
PROS
Automated
Captures
raw
data
Partial Solution #3: “All in one” archiving
Deliver records to a multi-purpose
archive, usually converting content to
email.
“All in one” archiving: pros / cons
CONS
Data
loss
due
to
data
conversion;
loses
metadata
Cumbersome
to
search
&
re
‐
construct
conversations
PROS
Automated
Convenience
of
one
solution,
if
also
combing
your
in
The 4 most important factors
Frequency: How quickly can you capture new content
before it is lost or deleted?
Comprehensiveness: Do you have all of the records you
need? Are the records complete? What about metadata?
Authenticity: How is the data stored? Can you prove that it
is an accurate record? Will it hold up in court?
Context: How easily can you locate the relevant records?
Slide 27
Social media archiving “done right”
Easily capture, manage, and produce
records in an authentic, legally-sound
fashion.
Slide 29
Open Government in Practice
World’s first city to a launch an Open
Archive of Social Media for citizens to
search & access public records.
Austin's Open Archive of Social Media
Snohomish County’s Archive
First county in
Washington to launch an open archive.
NC’s Social Media Archive
First government in the world to launch an open archive.
Slide 30
About ArchiveSocial
Headquarters: Durham, North Carolina
Customers include: City & County of San Francisco (CA), Travis County (TX), Palm Beach County (FL), Wake County (NC), Washington County (OR),
Spokane County (WA), State of North Carolina, US National Archives
Social Media Archiving for Government
http://archivesocial.com
(919) 434-3509
[email protected]
@ArchiveSocial
