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Risk Assessment Checklist for the use ofSocial Media and Digital Technology ToolsThis checklist aims to ensure that when a new project is initiated which involves sharing or distributinginformation online, we have properly assessed and mitigated risk where possible, and that there is senioracknowledgement and support for the level of risk we are accepting. • Please fill in what you can – it’s OK to leave blanks, but please use these as a prompt to discuss the issue with relevant colleagues in Corporate Communications. • If you have taken some steps to mitigate risks, describe them here • Think carefully about the potential impact of the project: could it cause real harm to the Council’s reputation or operation, or simply short term embarrassment? • Importantly, please ensure this assessment is discussed with the senior sponsor for the project, so they are aware of the proposed approach and risk mitigation in place.Background to the project 1. Your name and contact details (phone/email): 2. In a sentence or two, what are you trying to achieve? 3. Who are the intended audiences? e.g. internal Council staff, limited to trusted external stakeholders, open to wider public etc 4. How long will it run for? e.g. between specific dates, indefinitely etcIndividual risk 5. Will staff be expected to use their personal social media accounts for the county council business: E.g. facebook provides the facility for “pages” where an individual can administer a page using their personal profile! 6. How will the privacy of the individual member of staff be respected and managed? Will personal or sensitive information about staff by protected 7. Does the avatar or profile picture for the member(s) of staff concerned maintain the professionalism of the council? Does the picture include references to alcohol or contain pictures or children or family?. 8. Does your intended audience consist of children, young people or vulnerable adults?
9. If yes, has a formal risk assessment been completed. An example of good practice can be found here (http://geturvoiceheard.co.uk/docs_sn.php) 10. Are the staff planning to use this channel been through Disclosure?Information risk 1. How will access to the information be controlled – who will have access to administer the tool or website, manage users etc? 2. What would the impact be if the information were revealed publicly? If the information is confidential or commercially sensitive, please give details 3. What would the impact be if the information were changed without authorisation or defaced maliciously? 4. What would the impact be if the information were not available for an extended period?Technical details 5. What technology are you planning to use? i.e. name of web-based tools etc 6. Where will the information be hosted/stored? Do you know if the tool/provider is UK-based? 7. Who will provide support/help to users? 8. Who is able to provide technical advice on the tool and maintain it in future? 9. What do you have in place to back up the information in the short term, and archive it long term for the future if appropriate?Facilitation / Moderation 1. Have you identified suitably skilled individuals to act as the facilitators or moderators for the given channel(s)?
2. Have they read through the social media policy document, in particular Section Two: Guidance and tips on using social media in different scenarios: 3. If applicable, please provide the contact details of the facilitators and moderators for your projectAwareness and involvement of others 4. Please describe how the project is owned and managed in the Council: a. Member sponsor/owner: b. Senior owner: c. Information Asset Owner: d. Day to day responsibility: e. Others involved: 5. Has the tool/service been bought according to the Councils procurement rules? 6. Have you discussed this project with the following? (n.b. it may be OK if you haven’t, but please indicate if you have) a. Corporate Communications a.1. Web & Digital Communications Team a.2. Communications and Marketing a.3. Press Office b. ICT c. Strategic Intelligence c.1. Information Compliance c.2. Consultation & EngagementWhat next?Thank you for completing this assessment. You should discuss it with the relevant colleagues listed aboveas appropriate, to ensure they are aware and comfortable with the approach you have taken. For yourown records, you should keep this assessment with your other project files.If you have any questions about this assessment, or would like to get advice or help on thisproject, please contact the Web & Digital Communications Team