NARA issues guidance for identifying official records on social media

Federal agencies must preserve Facebook, Twitter records that meet criteria, archivist says

Federal agencies have new responsibilities with retaining official records delivered on Web 2.0 and social media platforms even as they are behind on recordkeeping for e-mail messages, according to the director of the National Archives and Records Administration.

Federal records managers must ensure that they identify any federal records that appear on their Facebook, Twitter, wiki and blog sites and to preserve that content, David Ferriero, archivist of the United States, wrote on his blog on Nov. 2. He reminded federal agencies that official records may be found anywhere on a social network or Web 2.0 platform.

“The informal tone of the content…should not be confused with insignificance,” Ferriero wrote. “Agencies must comply with all records management laws, regulations, and policies when using Web 2.0 and social media tools.”


Related stories:

Dump that data: Agencies need not preserve Web 2.0 content
NARA shows gaps in cybersecurity, GAO says


NARA released a bulletin Oct. 20 offering “Guidance on Managing Records in Web 2.0/Social Media Platforms” to help managers identify official content on social media websites. That is the second time in recent weeks that the records management agency has dealt with social media; it issued a report on social media records management in September.

The most recent NARA bulletin offers these questions to help agencies determine record status:

  • Is the information unique and not available anywhere else?
  • Does it have evidence of the agency’s policies, business and mission?
  • Is this tool being used in relation to the agency’s work?
  • Is using the tool authorized by the agency?
  • Is there a business need for the information?

If the answer to any of the questions is “yes,” then the content is likely to be an official federal record, according to the NARA bulletin.

Agencies are expected to use the NARA guidance to determine the “most appropriate ways to incorporate recordkeeping requirements into their business processes” to meet the requirements of the Federal Records Act, the bulletin states.

Meanwhile, although e-mail systems have been in use for more than 15 years, most federal agencies do not manage their e-mail records in a recordkeeping system on a regular basis, Ferriero added.

“Agencies are still neglecting their recordkeeping responsibilities for e-mail,” Ferriero wrote.

About the Author

Alice Lipowicz is a staff writer covering government 2.0, homeland security and other IT policies for Federal Computer Week.

The Fed 100

Save the date for 28th annual Federal 100 Awards Gala.

Featured

  • Social network, census

    5 predictions for federal IT in 2017

    As the Trump team takes control, here's what the tech community can expect.

  • Rep. Gerald Connolly

    Connolly warns on workforce changes

    The ranking member of the House Oversight Committee's Government Operations panel warns that Congress will look to legislate changes to the federal workforce.

  • President Donald J. Trump delivers his inaugural address

    How will Trump lead on tech?

    The businessman turned reality star turned U.S. president clearly has mastered Twitter, but what will his administration mean for broader technology issues?

  • Login.gov moving ahead

    The bid to establish a single login for accessing government services is moving again on the last full day of the Obama presidency.

  • Shutterstock image (by Jirsak): customer care, relationship management, and leadership concept.

    Obama wraps up security clearance reforms

    In a last-minute executive order, President Obama institutes structural reforms to the security clearance process designed to create a more unified system across government agencies.

  • Shutterstock image: breached lock.

    What cyber can learn from counterterrorism

    The U.S. has to look at its experience in developing post-9/11 counterterrorism policies to inform efforts to formalize cybersecurity policies, says a senior official.

Reader comments

Please post your comments here. Comments are moderated, so they may not appear immediately after submitting. We will not post comments that we consider abusive or off-topic.

Please type the letters/numbers you see above

More from 1105 Public Sector Media Group