Statewide Social Media Toolkit

1. Statewide Social Media Toolkit 11 / 09 / 11 e-Records Conference 2011 Jon Lee, DIR jon.lee@dir.texas.gov

5. What was popular in 2008?

6. What was popular in 2008?

7. Landscape Agencies see valuewith social media Agencies have been successful, both internally and externally Agencies can complywith requirements Agencies are sharingand reusing policies

8. Landscape Not enough emphasis on strategy Agencies still need help gettingstarted Not enough emphasis on content` Too much emphasis on applications and tools

9. Why Have a Toolkit? • We’re not saying that every agency needs to get on social media. We’re saying that if you’re interested, we can provide some resourcesto help.

10. Why Have a Toolkit? Ensure compliance Build relationships Provide guidance Discover ideas Stay current Promote re-use

11. Challenges So much variationin mission, goals, and objectives Difficult to find the right balance Don’t want to be outdated too quickly How to organize so much information? How to present in a meaningful way?

12. Toolkit Components Strategy Content Where do I begin? Tools/ Operations What can I post? Policy How to I set it up? How do I comply?

13. Social Media and Accessibility Statewide approach • Social Media Tools must comply with accessibility requirements mentioned in 1 TAC 213 where possible. If a Social Media Tool is not compliant with applicable accessibility standards, an exception may be requested according to 1 TAC 213.17 Classification Other states Methods for retention

14. Social Media and Records Management Statewide approach • Unique content on social media websites are public records and subject to record retention requirements Classification Other states Methods for retention

15. Social Media and Records Management Statewide approach • Should all social media data be classified in the same way? Classification Other states Methods for retention

16. Social Media and Records Management Statewide approach • Some states have a central agency capture all social media data on behalf of all agencies Classification Other states Methods for retention

17. Social Media and Records Management Statewide approach • Some states have a central agency capture all social media data on behalf of all agencies • Great for agencies, but tremendously increases storage volume and costs Classification Other states Methods for retention

18. Social Media and Records Management Statewide approach • Copy and Paste • vs • Third party tool Classification Other states Methods for retention

19. Social Media and Records Management Statewide approach • Unique content on social media websites are public records and subject to record retention requirements • Whether you retain or not should be the result of careful consideration to meet business needs. Classification Other states Methods for retention

20. Linkable Searchable Analyzable Readable

21. Navigable Supplemental materials Agency-centric Link related sections

22. Agency examples Graphs and charts Templates Maturity models Contact info Process maps

23. Questions ? Current State of the Web Current State of the State Social Media Toolkit Records Retention Toolkit Mockups