Social media and records managment- are you up to speed?


If you’re asking yourself

‘What is my organisation doing to make sure the management and keeping of information exchanged via social media is happening?’

‘Has it occurred to anyone in my organisation that popular social media channels don’t keep a permanent record of activity and interactions?

‘What are my legal obligations to keep and organise information exchanged via social media?’

‘Is there someone who can help me wrap my head around this?’

Then today is your lucky day as it sees the launch of a new Knowledge Hub group Records and information management Scotland. Remember- the Knowledge Hub is a secure website so you’ll need to log in to the website to access and join the group.

Records and information management Scotland is

A collaborative space for discussing information management. Topics include: organising information, how long to keep your records, information security, Freedom of Information, SharePoint, The Public Records Scotland Act, Data Protection, business improvement, change management, wikis, social media etc. Membership is open to anyone with an interest in the topic, and no question is too obvious. The group has a Scottish bias, but members are welcome from all locations.

People working with digital in public services and those exploring digital must keep up to date with a multitude of topics and issues. Working in isolation when looking at best use of web and social media in public services will go some way to ensure you have inadequately considered back office and cultural changes and will limit your creativity and level of good quality engagement online. Records and information management is an important aspect of anyone working with web and social media in public services. Once the bastion of librarians and actual appointed records keepers, information and records management is just another arm of digital in the public sector and it behooves us digital geeks to connect with the records management nerds to make sure we know each other’s fields well enough to make sure we’re meeting our obligations to the law and ultimately to our customers.

So, join the Knowledge Hub group, upskill and meet people who want to help you learn about information and records management and help you understand if what you are doing in the area could be improved. It’s also your opportunity to help records management people learn about web and social media use in public services. All this cross fertilisation can only be a good thing.


3 thoughts on “Social media and records managment- are you up to speed?

  1. Actually, the likes of Facebook and Twitter do keep what you post so you can download your own archive at a regular interval.

    • Thanks, Craig, you’re right. Anyone can see their activity from time immemorial on Facebook by using the ‘Activity log’ button on their home page. This produces an on screen record you can go through. You can also request a personal data file directly from Facebook. Outside of some (arguably) technical manual work on Twitter I am not aware of an easy way to get a full record of tweets and whether or not it would include interactions. Do you know of anything you can tell us about that’s easy to use? I guess what I wanted to say in the post is that getting this kind of data isn’t easily accessible in a way that will allow a smooth transition from the platform to a CRM or similar. I can see now I was not so clear!

      • Twitter recently launched their “Archive” capability, which will allow you to download your tweet history. It’s still being rolled out and some users already have access to it.

        That said, I have to respectively disagree in regards to relying on Twitter and Facebook for records management. The most critical reason is that these networks do not maintain communications that are deleted. Virtually every records law requires preservation of the record whether or not that communication is later deleted or changed.

        Another important point is that, even though the networks are providing “download your own data” capabilities, this data does not include 3rd party posts, responses, and comments (which again, someone might delete). It only includes your own content. Most records laws are also very clear about the need to preserve communications that are received.

        If you are interested, I explain these points in more detail in a blog post:

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