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<br />Some information posted to social media is likely to be conversational, much like e-mail. <br />Information of this variety likely does not need to be kept unless it serves as official record or <br />government action. <br /> <br />For example, consider a posting that announces upcoming <br />registration for a city program and that includes a link to <br />the city web site where people can download the <br />registration form. If the city is linking from social media to <br />an official government record posted on the city website, <br />the records retention schedule likely applies to the record <br />itself and not the website or the social media outlet in <br />which the link was posted. The communications medium <br />doesn't change the nature of a government record. <br /> <br />It's important that cities remember that if they keep <br />something not required under records retention such as a <br />transitory email or Facebook message that is NOT an <br />official government record, it would still be considered <br />government data and probably classified as public. So, to <br />the extent a city keeps more than it is required to keep, the <br />city may have to produce that information. <br /> <br />r <br /> <br />" <br /> <br />Learn More <br /> <br />Read about issues related to <br />managing electronic records and <br />data practices: <br /> <br />ManaClinCl Your City's Electronic <br />Records <br /> <br />ComplyinCl with the Minnesota <br />Government Data Practices Act <br /> <br />These items and more are at in <br />the Resource Library of <br />http://www.lmc.org <br />~ ..J <br /> <br />Not all information posted will be conversational, of course. Some information will be official in <br />nature and, therefore, need to be maintained. <br /> <br />An example might be taking public comment via the city's Facebook page or Twitter account on a <br />proposed development in the city. <br /> <br />Considerations for cities that want an official presence in social media: An official city <br />presence in social media probably would be dedicated to communicating information only on <br />official city business such as upcoming city council meetings and events, programs in the parks <br />and recreation department, public works projects such as road closures, and so on. <br /> <br />The city would determine whether it wanted a centralized or decentralized social media strategy. <br />Communication probably would be integrated into the city's existing communications policies, <br />and staff would be assigned social media duties as part ofth~ir regular work. The people chosen <br />officially to use social media might expect their efforts to be part of their annual performance <br />review. Among other expectations, staff with social media responsibilities would be expected to <br />avoid posting information or comments that are critical, false or disparaging, or could be damaging <br />to the city's reputation. <br /> <br />Staff with official responsibility for social media might include the top appointed official in a <br />smaller city or a communications staff person in a larger city, or even multiple department heads <br />and line staff. <br /> <br />Access to social media sites through city technology and during regular work hours would be <br />approved, and may even be considered from personal technology so that timely po stings to social <br /> <br />Page 5 of 12 <br />