INTERNAL POLICY
PURPOSE
This policy defines the social networking and social media policy for the City of Roanoke Rapids. Within the context of this document, “social media” is defined as technology networking resources similar to, but not limited to, Facebook, Twitter, Instagram, Snapchat, YouTube, LinkedIn, Google+, Vimeo, and various blogs. A social networking presence has become a hallmark of
a vibrant and transparent communications strategy. Social networking improves interactivity between the City and the public, and it reaches populations that do not consume traditional media as frequently as others do. It can be used as a tool to augment traditional means of communications and should be considered as part of the overall communications strategies developed by the City. To address the fast-changing landscape of the Internet and the way residents communicate and obtain information online, City 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. PROFESSIONAL GUIDELINES
Personal Use
All City employees may have personal social media sites. These sites should remain personal in nature and be used to share personal opinions or non-work related information. Following this principle helps ensure a distinction between sharing personal and City views. City employees must never use their City e-mail account or password in conjunction with a social media site. The following guidance is for City employees who decide to have a personal social media or who decide to comment on posts about official City business:
• State your name and, if relevant, role, when discussing City business;
• Use a disclaimer such as: “The postings on this site are my own and don’t reflect or represent the opinions of the City for which I work.”
If social media is used for official City business, the entire City site, regardless of any personal views, is subject to best practice guidelines and standards. Employees should avoid excessive use of personal social media sites, outlets or accounts while at work. The most appropriate time for this is during a normal break or lunch period approved by their respective department supervisor. Professional Use
All official City-related communication through social media should remain professional in nature and should always be conducted in accordance with the City’s communications policy, practices and expectations. As with all communication tools, social media should be used in ways that maximize transparency, enhance productivity and maintain the unity of the network. Employees must not use official City social media for political purposes, to conduct private commercial transactions, or to engage in private business activities. City employees should be mindful that inappropriate use of official City social media can be grounds for disciplinary action. Only individuals authorized by the City may publish content to a City website or City social media account. POSTING
Official social media sites need to be clear, precise and follow industry best practices for posting updates. All content posted to City social media should be:
• Relevant – Information that engages residents and pertains to their daily lives
• Timely – Pertains to deadlines, upcoming events, or current news
• Actionable – Prompts residents to take action
What Not to Post:
City employees may not publish content on City social media sites that includes:
• Confidential information
• Copyrighted material without permission
• Profane, racist, sexist, threatening or derogatory content or comments
• Partisan political views
• Commercial endorsements or SPAM
For any content that the City Staff is unsure about the legalities of positing, the City Attorney must be consulted in advance of positing. RETENTION
Social media sites are subject to public records laws outlined by NCGS Chapter 132. Any content produced or maintained on a City social media site, including communication posted by the City and communication received from citizens, is a public record. The department maintaining a site shall preserve records pursuant to the relevant records retention schedule in a format that preserves the integrity of the original record and is easily producible. Furthermore, retention of social media records shall fulfill the following requirements:
• Social media records are captured in a continuous, automated fashion throughout the day to minimize a potential loss of data due to deletion and/or changes on the social networking site.
• Social media records are maintained in an authentic format (i.e. ideally the native technical format provided by the social network, such as XML or JSON) along with complete metadata.
• Social media records are archived in a system that preserves the context of communications, including conversation threads and rich media, to ensure completeness and availability of relevant information when records are accessed.
• Social media records are indexed based on specific criteria such as date, content type, and keywords to ensure that records can be quickly located and produced in an appropriate format for distribution (e.g. PDF).
• Each employee who administers one or more social networking sites on behalf of the City has self-service, read-only access to search and produce relevant social media records to fulfill public information and legal discovery requests as needed. See City of Roanoke Rapids Public Records Policy for more information. The City utilizes an automated archiving solution provided by ArchiveSocial to comply with applicable public records law and fulfill the above record retention requirements. REGISTERING A NEW PAGE
All City of Roanoke Rapids social media sites shall be (1) approved by the City Manager, (2) published using approved social networking platform and tools, and (3) administered by the contact or their designee. DEREGISTERING AN EXISTING PAGE
If a social media page is no longer of use, (1) notify the City Manager and City Clerk, (2) ensure records have been archived according to City guidelines, (3) unpublish and delete page. EXTERNAL POLICY
PURPOSE
To build communication and trust with our residents and visitors and encourage participation through comments and feedback. The external social media policy shall be included on all City and departmental social media outlets. GOALS
The City of Roanoke Rapids aims to effectively use Social Media Accounts to:
• Provide information
• Support community engagement and outreach
• Support marketing and promotional campaigns
• Frame the public conversation around our City
• Assist with recruitment efforts
Please be aware that when engaging with this City through Social Media, you agree to the following:
MODERATION OF THIRD-PARTY CONTENT
The City does not necessarily endorse, support, sanction, encourage, verify or agree with Third Party comments, messages, posts, opinions, advertisements, videos, promoted content, external hyperlinks, linked websites (or the information, products or services contained therein), statements, commercial products, processes or services posted on any Social Media Site. This City social media site serves as a limited public forum and all content published is subject to preservation and disclosure in accordance with public records laws defined by NCGS Chapter 132. User-generated posts may be rejected or removed when the content includes any of the following:
• incitement of violence or violent behavior,
• defamation or spread of misinformation,
• profane, racist, sexist, threatening or derogatory content or comments,
• copyrighted or commercial material,
• fraudulent material or accusations,
• obscene or illegal material, or
• are SPAM. We do not allow information intended to compromise the safety or security of the public or public systems. You participate at your own risk, taking personal responsibility for your comments, your username and any information provided. RETENTION
Social media sites contain communications sent to or received by the City and its employees, and such communications are therefore public records subject to NCGS Chapter 132. These retention requirements apply regardless of the form of the record (e.g., digital text, photos, audio, and video). The Department maintaining a site shall preserve records pursuant to a relevant records retention schedule. EMERGENCY POSTINGS
Social media sites are not monitored 24/7. Adopted by City Council on May 18, 2021.
