ARMA presents Social Networking: a panel discussion

ARMA presents Social Networking: a panel discussion

May 6, 2010, the Greater Seattle Chapter of ARMA (the Association of Records Managers and Administrators) presented a panel discussion about social networking and corporate policy. The panel featured Rod Brooks, VP and Chief Marketing Officer, PEMCO Insurance; Sharon Johnson, Public Records Officer city of Seattle-Legislative Department; and Andrew SanAgustin, Records Manager, Foster Pepper Law office.

The shared focus of the panel was on the need to monitor and/or regulated the use of social media when conducting business. The panel discussed points that were outlined in their established policies and relevant to the needs of each entity. There clearly was a differing perspective on the pros and cons of the use of social media in relation to business.

Johnson, describe digital media as being used as a communication tool between officials and the public. She also explained that there were elements of concern in regards to what social media was used for; for example she stated that certain laws prevent legislators from communicating with each other via social media to conduct official business. She went on to say that when social media is used to conduct official business it would be considered public records.

According to the Legislative Department Policy, “Any content maintained in social media format… that is related to City business, including communication between an individual Councilmember and constituent or the general public, and site’s listing of “friends” or “followers”, may be considered a public record subject to disclosure under the state Public Records Act.” These records would be considered for long term retention as required by the applicable records retention criteria.

Johnson shared a case where there was an inquiry regarding a council member who was texting and facebooking during session. She explained that the information became public records because it was done during official business.

SanAgustin, cautioned, it is how information is “interpreted” and becomes solid. He was asked by an attorney if text records could be acquired for a case where an employer wanted to terminate an employee. The employer had texted about that employee in a negative light and wanted to be sure that the information could not be obtained in court. SanAgustin replied “you bet they can”. He went on to say that once information is out there, it is out there. Be mindful of how it will be interpreted. “Once you type something and you write it down you gave it life” and “it becomes solid”.

He touched on the separation between personal and professional social media. He explained that there is no difference. If you are googled that is how you are perceived. It is risky to speak without your company in mind. The Foster Pepper Social Media Policy and Guidelines explains, “If attorneys or staff choose to mention their association with Foster Pepper on any personal site, they should seriously consider the context in which they do so…” “Attorneys and staff are personally responsible for their online posting and solely liable for online posting found to be defamatory, harassing, or in violation of any applicable federal and state law.”

The theme within PEMCO’s Social Media Guidelines and Recommended Practices was light-hearted and emphasized the use of “I” statement versus “PEMCO” statements when differentiating between personal and professional. Brooks suggested that social media policy should address what the company’s objective is when using social media and should emphasize the integrity and ethics of the organization.

Brooks went on to say that it is difficult to divide personal and professional personas and PEMCO encourages their employees to “bring your whole self to work”.

He expressed concern regarding over paranoia and over-control of social media within the confines of business. He encouraged companies to adopt policies with due diligence in mind. PEMCO’s social media guiding principles include “use common sense”, “be thoughtful about how you present yourself in online social networks”, “speak in first person”, “use good judgment”, and “don’t forget your day job”.

Over all, the panelist agreed that social media had significant business advantages. Also, the policies should include guidelines that reflect the company’s ethics and culture, as well as, regulatory requirements. The policy should demonstrate due diligence.

In the realm of records management there is a degree of caution in what we consider to be permanent records and what we consider to be recreational conversation. We are no longer in an era where there is time to show discretion at ever communication corner. Who we are professional and who we are personally is not defined as two separate personas anymore. It is clear that in the world of business, social media is out there being used in several forms; it is now a matter of how we conduct ourselves when using it, how it is received, captured, and retained that is up for discussion.

By Mandy Montano
Regulatory Documents and Records Supervisor
Puget Sound Blood Center