This presentation discusses NARA's use of social media and a NARA bulletin on managing records in web 2.0 and social media platforms. It provides an overview of NARA's social media presence including blogs and accounts. It also summarizes the purpose and key points of NARA Bulletin 2011-02, which provides guidance for federal agencies on determining if records are created through social media and web 2.0 platforms, and addresses related records management challenges.

1. NARA and Social Media
PRESENTATION TO US CENSUS BUREAU
APRIL 19, 2011

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. NARA’s Use of Social Media

4. NARA’s Use of Social Media

5. http://www.archives.gov/social-media/strategies/

6. http://blogs.archives.gov/aotus/

7. http://blogs.archives.gov/online-public-access/

8. http://blogs.archives.gov/prologue/

9. http://blogs.archives.gov/records-express/

10. NARA Social Media and Census 2010

11. NARA Social Media and Census 2010

12. http://twitter.com/NARA_RecMgmt

13. http://twitter.com/NARA_RecMgmt

14. http://twitter.com/archivesnews

15. http://twitter.com/todaysdocument

16. Today’s Document App

17. Facebook

18. Flickr

19. Flickr and Commenting

20. Comments

21. YouTube

22. Foursquare

23. Docs Teach

24. Coming Soon: Tumblr

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. 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. What is the purpose of the Bulletin?
 Guidance on managing records produced when using web
2.0/social media platforms
 Expands on NARA's 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. 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. Social Media Categories
 Web Publishing
 Social Networking
 File Sharing/Storage

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. 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. 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. 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. 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. 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. 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. 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. Agency Responsibilities Towards Contractors
 Managing records – in house or third party
 Service providers could stop providing their service or
delete information from an agency's 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. 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. Thank You!
 Contact Information
 Arian D. Ravanbakhsh
 Electronic Records Policy Analyst
 email: arian.ravanbakhsh@nara.gov