Risks and opportunities

of using

Stan Skrabut, Ed.D. - @uwcesedtechhttp://www.slideshare.net/skrabut

for government

transparency

Government agencies at all levels are struggling with the implementation of social media.

You are a professional working in municipal government.

You are interested in incorporating social media to help inform the public but you hear this can be problematic.

You want to correctly implement social media to increase transparency.

Let me outline the elements of an effective social media policy along with best practices.

According to the GSA, using

appropriate social media technologies

can enhance communications, collaboration, and

information exchange.

Social media or Web 2.0 technologies allow for user-generated content and dialogue with others.

Social media tools can be used internally, externally, or both.

Some social media tools can be hosted internally. e.g., wikis, blogs, Web sites, etc.

Wikipedia, Facebook, Twitter, and Diigo are examples of externally hosted tools.

Here are social media tools you may want to consider.

Social networking promotes social interaction among users through posts, commentaries, links, photos, and videos.

With micro-blogs, people share content in a limited message format using status updates, links, photos, and videos.

Blogs have regular entries of commentary, descriptions of events or other material such as graphics or video.

Video sharing provides a location where users upload, share, and view videos.

Photo sharing uses a Website to host and share images.

Location-based social networks allows users to check-in and connect with people as they explore a particular place.

Social bookmarking allows users to curate and share lists of bookmarks with others.

Visual bookmarking is a bookmarking feature that allows users to share Web links to information through imagery.

Most problems with social media can be addressed with a clear social

media policy.

According to the Center for Technology in Government at the University of Albany, social media policies should address 8 essential elements.

Employee access determines who will have permission to view social media at work.

Social media account management address the creation, maintenance, and destruction of accounts.

Acceptable use policies typically outline an organization’s position on how employees are expected to use agency resources.

Employee conduct policies outline acceptable behavior when using social media sites both professionally and personally.

Content policies address who can post content on official agency social media pages and who is responsible for ensuring its accuracy.

Behavioral security concerns refer to those threats that result from employees’ actions when engaging with social media sites and tools.

Legal issues policies ensure that their employees are abiding by all existing laws and regulations

If sites are open for comments then rules are established for appropriate citizen conduct.

A clear social media policy for government agencies should include guidance on the following topics:

Commercial sites are opportunities for supplementing how government sites reaches target audiences.

Section 508 requires that electronic and information technologies meet certain accessibility standards.

When using electronic media, the regulations that govern proper management, archival of records, and release still apply.

Social media must reasonably ensure suitable information and service quality is consistent with level of importance of information.

Agencies should take reasonable steps to ensure meaningful access to programs and activities by persons with limited English proficiency.

Agencies are required to provide members of the public who do not have internet connectivity with timely and equitable access to information.

Agencies must ensure that they consider existing intellectual property and copyright laws when implementing social media technologies.

Post a “Privacy Act Statement” that describes the agency’s legal authority for collecting personal data and how the data will be used.

Here are considerations that GSA included for GSA sponsored blog guidelines:

Blogs must be preapproved by “proper” authority.

Blogs will not allow vulgar or abusive language, personal attacks, or offensive terms.

Blogs will not endorse commercial products or services.

Blogs will not endorse political parties, candidates, or groups.

Blogs will stay on topic.

Blogs will be Section 508 compliant.

Prepare to post to your blog on a regular basis and let readers know the schedule.

Do not release personal information.

Let readers know who the blogger is from a professional standpoint.

Moderate ALL comments.

Be prepared to respond to comments… even negative ones.

Invite and announce guest contributors to increase value but not workload.

Include intriguing headlines to help readers find posts.

A GSA main page includes required statements and disclaimers for GSA sponsored blogs.

General policy which explains the purpose of the blog, posting schedule, etc.

Posting policy. GSA reviews all comments before posting them. Inappropriate comments are not posted.

Product reference policy explains GSA stand on including references in posts.

Linking policy explains GSA position on links with posts and comments.

Copyright policy indicates that government posts are in the public domain unless copyright is indicated.

Information request policy explains procedures for requesting transcript of information.

Privacy policy outlines privacy procedures.

There are many best practices for

using social media that will maximize

benefits and minimize issues.

Here are 16 useful social media tips shared by the United States Air Force in their social media guide.

Don’t post classified, sensitive, FOUO, or private information.

Stay in your lane and discuss only issues where you have expertise, knowledge, or firsthand experience.

Obey applicable Federal, state, and local laws.

If you are stating your opinion, ensure that it is clear and not that of the organization.

Use your best judgment. Deleting material doesn’t mean it is gone.

Clarify errors with facts when others are misrepresenting correct procedures and policy. Naturally, be respectful and factual.

Be aware of the image you present, you are representing your agency.

Be cautious about the personal details you share on the Internet.

Don’t post any defamatory, libelous, vulgar, obscene, abusive, threatening, hateful, or otherwise offensive or illegal content.

Don’t post any information that would infringe upon the proprietary, privacy, or personal rights of others.

Don’t post any information or other material protected by copyright without permission of the copyright owner.

Don’t misuse trademarks. Most companies provide guidance for using their trademarks.

Don’t use agency name to endorse or promote products, political positions, or religious ideologies.

Don’t attempt to disguise, impersonate, or otherwise misrepresent your identify and affiliation.

Don’t promote yourself for personal or financial gain.

Follow terms of service for each social media site.

Questions?

Risks and opportunities

of using

Stan Skrabut, Ed.D. - @uwcesedtechhttp://www.slideshare.net/skrabut

for government

transparency