Records Management Social Media and Web Records
Social media refers to the various activities integrating web technology, social interaction, and user generated content. Social media includes blogs, wikis, social networks, photo libraries, location-based services, and video sharing sites. Social media may result in the creation of Federal records. It is the responsibility of each office to determine if social media records qualify as Federal records. Some questions to ask are:
- Does it contain evidence of NIH's policies, business, or mission?
- Is this information only available on the social media site?
- Does NIH use this tool to convey official agency information?
- Is there a business need for this information?
If the answers to any of the above questions are yes, then the content is likely to be a Federal record.
Also, social media content may be a Federal record when the use of social media provides added functionality, such as enhanced searchability, opportunities for substantive public comment, or other collaboration. A complete Federal record must have content, context, and structure along with associated metadata (e.g., author, date of creation). The complete record must be maintained to ensure reliability and authenticity.
More comprehensive guidance on social media records can be found on the NARA website: https://www.archives.gov/social-media/policies
NARA QUICK LINKS:
NARA Social Media and Web 2.0 Policies
NARA Bulletin 2014-02, Guidance on Managing Records in Web 2.0/Social Media Platforms
Guidance on managing Records in Cloud Computing Environments
Guidance on Managing Content on Shared Drives
Guidance on Managing Mixed-Media Files
NARA Guidance on Managing Web Records
NIH QUICK LINKS:
NIH Social Media and Web Records Guidance - NEW
NIH Social and New Media Policy
HHS Social Media Guidance / Best Practices