Social media records pose a new challenge for archivists

Those of you who communicate via email and SMS, who follow Twitter or who post comments on Facebook may sometimes regret the loss of a message or bits of important information that you caught sight of but did not record.  Although, of course, you might be quite pleased that some comments posted on Facebook by indiscreet friends are lost in cyberspace.

On a more serious note, government agencies are making increasing use of social media to connect with the public and this poses a number of challenges that will have to addressed with some urgency.
As the Archivist of the United States of America, David Ferriero, discussing the importance of archiving social media records explains “without records we risk losing our memory as a country”.

Archivist of the U.S.: What happens to social media records?

Other questions to which archivists need to apply their minds include, for example, “should government-posted content on a third-party Web site be considered public record? Who owns the content, and does it need to be archived? If advertisements show up on a government fan page, does it imply that the state, city or county is endorsing the advertised product? And how should officials handle rude or libellous comments?”

Is social media a friend of foe of government?

Social media messages emanating from government agencies, and are considered to be public records, causing archivists around the world to rethink the traditional definition of ‘records’ and find ways to accommodate new social media records in various formats. 

According to the City of Seattle Social Media Policy, “City of Seattle social media sites are subject to State of Washington public records laws. Any content maintained in a social media format that is related to City business, including a list of subscribers and posted communication, is a public record. The Department maintaining the site is responsible for responding completely and accurately to any public records request for public records on social media. Content related to City business shall be maintained in an accessible format and so that it can be produced in response to a request (see the City of Seattle Twitter, Facebook and CityLink standards). Wherever possible, such sites shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure. Users shall be notified that public disclosure requests must be directed to the relevant departmental public disclosure officer”

City of Seattle Social Media Policy

In September 2009 The Washington State Archives have posted a concise guide to ‘Electronic Records Management: Blogs, Wikis, Facebook, Twitter and Managing Public Records. This guide suggests that state and local government agencies need to consider five questions when managing the retention of their public records created or received through social networking sites:

• Are the posts public?
• Are the posts primary or secondary copies?
• How long do the posts need to be retained?
• How will the posts be retained by the agency?
• For which types of records is this technology appropriate?

Electronic Records Management: Blogs, Wikis, Facebook, Twitter & Managing Public Records

The Government Records Branch of North Carolina offers online tutorials on various issues to do with electronic records, including social networking websites.

Governmenr Records Branch of North Carolina

While most of the information referred to, above, relates to developments in the USA, governments around the world are giving consideration to these issues.

Should Govts Archive Social Media Posts?

Social media today – this site lists hundreds of public and private sector social media policies

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