NARA and Social Media, Spring 2011

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Developed for presentation at US Census Bureau. Includes snapshots of NARA's Social Media properties (April 2011) and review of NARA Guidance on Managing Records in Web 2.0/Social Media platforms.

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  • NARA and Social Media, Spring 2011

    1. 1. NARA and Social Media PRESENTATION TO US CENSUS BUREAU APRIL 19, 2011
    2. 2. Overview NARA’s Use of Social Media NARA Bulletin on Web 2.0/Social Media Disclaimer: The opinions expressed in this presentation are mine and do not represent any official position of the National Archives and Records Administration (unless I’m quoting the guidance).
    3. 3. NARA’s Use of Social Media
    4. 4. NARA’s Use of Social Media
    5. 5. http://www.archives.gov/social-media/strategies/
    6. 6. http://blogs.archives.gov/aotus/
    7. 7. http://blogs.archives.gov/online-public-access/
    8. 8. http://blogs.archives.gov/prologue/
    9. 9. http://blogs.archives.gov/records-express/
    10. 10. NARA Social Media and Census 2010
    11. 11. NARA Social Media and Census 2010
    12. 12. http://twitter.com/NARA_RecMgmt
    13. 13. http://twitter.com/NARA_RecMgmt
    14. 14. http://twitter.com/archivesnews
    15. 15. http://twitter.com/todaysdocument
    16. 16. Today’s Document App
    17. 17. Facebook
    18. 18. Flickr
    19. 19. Flickr and Commenting
    20. 20. Comments
    21. 21. YouTube
    22. 22. Foursquare
    23. 23. Docs Teach
    24. 24. Coming Soon: Tumblr
    25. 25. Records Control Repository http://archives.gov/records-mgmt/rcs/ Provides access to scanned versions of records schedules that have been developed by Federal agencies and approved by the Archivist From 1973 – present New schedules added as approved
    26. 26. NARA Bulletin 2011-02 Guidance on Managing Records in Web 2.0/Social Media Platforms Released: October 20, 2010 http://go.usa.gov/aUJ http://archives.gov/records-mgmt/bulletins/ 2011/2011-02.html
    27. 27. What is the purpose of the Bulletin? Guidance on managing records produced when using web 2.0/social media platforms Expands on NARAs 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
    28. 28. What is Web 2.0 and Social Media? Integrates web technology, social interaction, and content creation Individuals or collaborations of individuals, create, organize, edit, comment on, combine, and share content Agencies are using social media and web 2.0 platforms to connect people to government and to share information
    29. 29. Social Media Categories Web Publishing Social Networking File Sharing/Storage
    30. 30. How are Federal records defined? Provides definition of Federal Records based on Federal Records Act (44 U.S.C. 3301) Refers to 36 C.F.R. 1222.10 for guidance on how agencies should apply the statutory definition of Federal records
    31. 31. Are Federal records created in web 2.0/social media? Agencies must determine records status (FRA and regulations) Principles for analyzing, scheduling, and managing records are independent of the medium 31
    32. 32. Are Federal records created in web 2.0/social media? 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?
    33. 33. Noteworthy RM challenges associated with the use of web 2.0/social media Public expectations that all content is both permanently valuable and accessible Content located in multiple places Recordkeeping in a collaborative environment Ownership and control of data that resides with a third party Interactive content management Identification of record series Implementation of schedules, including transfer and full deletion Capture of frequently updated records Handling of records containing PII (See OMB M 10-23)
    34. 34. RM Challenges in Social Media Determine their specific RM strategies to meet the regulations Records officers, web management staff, and IT staff, need to collaborate Consider the following areas:  Policy  Records Scheduling  Preservation
    35. 35. Policy Areas to consider include:  Identifying what constitutes a record, including user generated content  Defining ownership of content and responsibility  Developing recordkeeping requirements  Incorporating recordkeeping practices and requirements into terms of service (TOS)  Communicating records policies  Monitoring the ongoing use and value  Monitoring changes to third-party TOS 35
    36. 36. Records Scheduling Agencies must schedule social media records or apply existing disposition authorities as appropriate  Consider whether the use and functionality of the platform affects value of the record, before applying an existing schedule  Develop new schedules if the tool provides enhanced processes, functionality, added metadata, or other features Existing authorities apply if there is a previously approved media neutral schedule or records are administrative housekeeping See Appendix A for records scheduling flow chart
    37. 37. Preservation Areas to consider include:  Saving all content with associated metadata as the complete record  Using web crawling and software to store content or take snapshots of record content  Using web capture tools to create local versions of sites and migrate content to other formats  Using platform specific application programming interfaces (API) to pull record content as identified in the schedule  Using RSS Feeds, aggregators, or manual methods to capture content  Leveraging supporting underlying specifications, services, data formats, and capabilities to provide generic functions useful for fixing, capturing, and managing record content
    38. 38. Agency Responsibilities Towards Contractors Managing records – in house or third party Service providers could stop providing their service or delete information from an agencys account Ability to identify and retrieve Federal records on web 2.0/social media platforms Where possible, include a RM clause when negotiating a Terms of Service agreement Consider RM responsibilities when selecting and using platforms
    39. 39. Sample “Terms of Service” Clause The Agency acknowledges that use of contractor’s site and 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 the contractor holds Federal records, the agency and the contractor 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 the contractor is compliant with applicable records management laws and regulations through the life and termination of the contract.
    40. 40. Thank You! Contact Information  Arian D. Ravanbakhsh  Electronic Records Policy Analyst  email: arian.ravanbakhsh@nara.gov

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