Presented by: Therese Mickelson, ABC!
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1 Presented by: Therese Mickelson, ABC!
2
3 ! Evolution of Web Web 2.0! Online conversations! Online networks! New journalism! Expect / Demand interaction
4 ! Social Media the tools! Social Networking what you do with them! Don t get stuck on the application
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6 A few examples
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16 ! Losing control of conversation! When / how to enter conversation! Resources / Getting Started! Council / Political Platforms! Four Ps:! Policies! Protocols! Public Record! Privacy
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18 ! Might already be happening! Blogs & media pages! Others filling gap Namespace! Council commitments to consultation! Community Expectations! Open House attendance! s to Council! Web visits! Demographics
19 ! Moderated blog or forum! Follow blogs be ready to engage! Develop/refine policies for staff! Set up for specific purpose seed it! Registered users less anonymity! Post protocols Blog/Comment Rules
20 ! Much tougher no formula! Assess:! How valid consider source! Type attack or misinformation! Tenacity! 3 Strikes! Opportunity! Spokesperson
21 ! Application Costs! Staff time! Expertise! Training
22 ! Political platforms / online debate! All equal or some more equal than others! Community may demand it! Elections! Make adjustments! Watch for political debate and stay out! Treat all candidates equally
23 ! Media/Blogs/Forums! Public Hearings! Staff! HR Code of Conduct & Conflict of Interest! Website Appropriate Use! Customer Service Standards! Public Criticism of Employer! Protection of Proprietary Information! Confidential Information
24 ! Authentic & Transparent! Honest! Responsive! Conversational! Accept criticism / negative! Be clear about blog rules! Be polite! Use common sense!
25 ! Records Management! Freedom of Information! Privacy Up next with Chris & Paul.
26 ! Lots of tools not all will fit! Consider community need! Consider resources! Check in with Council
27 Reserve name space (namechk.com) Pick best fit & start with fun Consider internal blog first Policies & protocols Watch for best practices
28 Chris Plagnol Deputy Corporate Secretary Metro Vancouver
29 ! Through records, local government s are transparent, open and accountable! Social data is the latest opportunity and the latest challenge
30 Records Management Refresher
31 ! What is records management? The field of management responsible for the new efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. (Source: ISO 15489)
32 ! Key principles and objectives! Access! Trustworthiness! Compliance! Security! Preservation
33 ! What is a record?! A record is information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. (Source: ISO 15489)! Substantive versus transitory
34 Does social media generate records?
35 Hi Report done? Cool! Hey Dude.! What s up? No almost
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37 ! Records are not defined by their format, but rather by their content! Substantive records can and are being created using social media! Courts and regulators agree
38 ! Examples! Blogs for public feedback on the city budget! Microblogs for board agenda notices! Social networking for planner RGS networking! Wikis for an engineering project management! Media sharing for city archival photos! Instant messaging for contracts collaboration
39 Challenges and Risks
40 ! Growing content! Content not obvious! Not easily captured! Blurring of official and personal! Security breaches! Retention! Access is difficult! Liability
41 Solutions
42 ! Approach: Internal or External! Technology! Policies! Training and Guidelines! Monitoring
43 ! Internal or External! A duplicate record of an official record?! A video posted to YouTube! Original content created and residing only on a Web 2.0 application?! A blog maintained on Blogspot.com! Keep it in-house!
44 ! Content management solutions! SharePoint, Open Text, Yammer and others! Harvesting solutions! FaceTim, Socialware, Twapperkeeper, Iterasi and others! Low-tech solutions! Logging external posts
45 ! Model: strict, lenient or non-existent! Specifies creation of content suitable for external posting! Specifies capture and management of records! Other non-records management considerations
46 ! Training! Guidelines! Monitoring
47 Some Scenarios
48 ! Consider your strategy! Know the content, its record series, and location! Determine if the content is substantive! Harvest it! Leave it! Document it (i.e. the record keeping strategy)
49 ! Public consultations on external wiki! Retention = 5 years! Strategy = Harvest to record keeping system at close of consultation
50 ! Regional engineers water blog! Retention = 3 years! Strategy = Export an XML copy of the blog to your record keeping system every 2 weeks
51 ! Training videos on YouTube! Retention = Permanent! Strategy = Keep the original in the record keeping system. The YouTube version is a duplicate.
52 ! Road Closure Notices on Twitter! Retention = 1 year! Strategy = Leave in Twitter archive
53 ! Discussion group (internal) for staff meeting! Retention = 3 years! Strategy = Integrated to record keeping system
54 Social media creates records that need to be managed if not now.soon.
55 Freedom of Information and Privacy Implications Paul Hancock Manager, Corporate Information & Privacy City of Vancouver
56 ! Freedom of Information and Protection of Privacy Act! Covers all public bodies in BC
57 ! Open government! All information is available with some exceptions! Access to records in the custody or control of a public body! Doesn t replace other means of access
58 ! Definition of personal information! Restrictions on! collecting! using! disclosing... personal information
59 ! Control! Adequacy of search
60 ! The concept of control! Ownership of records may be unclear! Separating official from personal records
61 ! The concept of adequacy of search! Where are the records?! How long are they retained?
62 ! Security! Retention! Collection! Use! Disclosure
63 ! The requirement for protection of personal information (section 30)! Insecure infrastructure! Anonymity/ lack of accountability! Use of data for private purposes
64 ! The retention requirement (section 31)! Information must be retained for at least one year if it is used to make a decision that directly affects an individual! Good practice to delete information when no longer required
65 ! The collection requirements (sections 26 and 27)! Authority to collect! Privacy notifications
66 ! The use requirements (section 32)! Data matching! Employee surveillance
67 ! The disclosure requirements (section 33)! Restriction on storage or access outside Canada (section 30.1)
68 ! Capture and management of all relevant corporate records from SM! Standards on appropriate use of SM! Clarity on when and how to collect personal information using SM! Restrictions on use of personal information collecting from SM! Restrictions on disclosure of personal information via SM
69 ! Records management! Privacy impact assessments! Training! Policies
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71 Therese Mickelson - Mickelson Consulting Inc. Tel: Web: Twitter: therese@mickelsonconsulting.ca TAMickelson Chris Plagnol Metro Vancouver Tel: ""! Web: chris.plagnol@metrovancouver.org" Paul Hancock City of Vancouver Tel: ""! Web: paul.hancock@vancouver.ca"
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