HomeMy WebLinkAboutSocial Media Policy Draft 1Summary
All social media that represents in any fashion the City of Rexburg must be vetted through the proper City channels, namely the Mayor’s Office and The Office of Public Relations and
Legal Department.
This refers to all designated City Employees, Interns, other City sponsored entities and any organization that is looking to partner with the City of Rexburg.
SOCIAL MEDIA USE POLICY
Purpose
To address the fast-changing landscape of the Internet and the way residents communicate and obtain information online, City of Rexburg departments may consider using social media tools
to reach a broader audience. The City encourages the use of social media to further the goals of the City and the missions of its departments, where appropriate.
The City of Rexburg has an overriding interest and expectation in deciding what is "spoken" on behalf of the City on social media sites. This policy establishes guidelines for the use
of social media.
General
All City of Rexburg social media sites posted by departments will be subject to approval by the Mayor’s Office, the Office of Public Relations and Legal Department.
The City of Rexburg's website, www.rexburg.org, will remain the City's primary and predominant Internet presence.
The best, most appropriate City of Rexburg uses of social media tools fall generally into two categories:
As channels for disseminating time-sensitive information as quickly as possible (example: emergency information).
As marketing/promotional channels which increase the City's ability to broadcast its messages to the widest possible audience.
Wherever possible, content posted to City of Rexburg social media sites will also be available on the City's main website.
Wherever possible, content posted to City of Rexburg social media sites should contain links directing users back to the City's official websites for in-depth information, forms, documents
or online services necessary to conduct business with the City of Rexburg.
As is the case for City of Rexburg's web sites, department heads or designated staff will be responsible for the content and upkeep of any social media sites their department may create.
Wherever possible, all City of Rexburg social media sites shall comply with all appropriate City of Rexburg policies and standards.
Any exceptions will be approved by the Mayor’s Office, the Office of Public Relations and Legal Department.
City of Rexburg social media sites shall comply with existing policies.
City of Rexburg social media sites are subject to State of Idaho public records laws. Any content maintained in a social media format that is related to City business, including a list
of subscribers and posted communication, is a public record. The Department maintaining the site is responsible for responding completely and accurately to any public records request
for public records on social media after review by the Legal Department. Content related to City business shall be maintained in an accessible format and so that it can be produced
in response to a request (see the City of Rexburg Twitter, Facebook and standards). Wherever possible, such sites shall clearly indicate that any articles and any other content posted
or submitted for posting are subject to public disclosure. Users shall be notified that public disclosure requests must be directed to the relevant departmental public disclosure officer.
Idaho state law and relevant City of Rexburg records retention schedules apply to social media formats and social media content. Unless otherwise addressed in a specific social media
standards document, the Department maintaining a site shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period
on a City server in a format that preserves the integrity of the original record and is easily accessible. Appropriate retention formats for specific social media tools are detailed
in the City of Rexburg Twitter, Facebook and standards.
Users and visitors to social media sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication between City departments and members of
the public. City of Rexburg social media site articles and comments containing any of the following forms of content shall not be allowed:
Comments not topically related to the particular social medium article being commented upon;
Comments in support of or opposition to political campaigns or ballot measures;
Profane language or content;
Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national
origin, physical or mental disability or sexual orientation;
Sexual content or links to sexual content;
Solicitations of commerce;
Conduct or encouragement of illegal activity;
Information that may tend to compromise the safety or security of the public or public systems; or
Content that violates a legal ownership interest of any other party.
These guidelines must be displayed to users or made available by hyperlink. Any content removed based on these guidelines must be retained, including the time, date and identity of the
poster when available (see the City of Rexburg Twitter and Facebook Standards).
The City reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law.
The City will approach the use of social media tools as consistently as possible, enterprise wide.
All new social media tools proposed for City use will be approved by the Mayor’s Office, the Office of Public Relations and Legal Department and the appropriate department's public information
authority.
Administration of City of Rexburg social media sites.
The Technology Coordination Services (TCS) Department will maintain a list of social media tools, which are approved for use by City departments and staff.
The TCS department will maintain a list of all City of Rexburg social media sites, including login and password information. Department head or designated staff will inform the TCS department
of any new social media sites or administrative changes to existing sites. All social media sites and accounts that are created on behalf of the City of Rexburg, by any employee, volunteer,
etc., shall give access to a member of the TCS department as an administrator.
The City must be able to immediately edit or remove content from social media sites.
For each social media tool approved for use by the City the following documentation will be developed and adopted:
The following social media tools have been approved for use by the City of Rexburg:
Facebook - Facebook Standard
Twitter - Twitter Standard
Video - Video Posting Standard