Thursday, April 21, 2016 -
9:30pm to 11:00pm

Location Details: 

Workforce Safety and Insurance
Century Center
1600 E. Century Ave

Note: Use east door on south side of the building.

Agenda

  • Introductions (9:30 - 9:40)                                                           Cliff Heyne
  • Quick Updates  (9:40 – 9:50)                                                       Cliff Heyne
  • Privacy Policies (9:50 – 10:00)                                                    Cliff Heyne
  • Public comment policy/moderation (10:00 – 10:15)            Claire Ness
  • Records management (10:15 - 10:30)                                       Becky Lingle
  • Terms of service agreements (10:30 - 10:45)                          Claire Ness
  • Q&A and open discussion (10:45 - 11:00)              

Recap

  • Quick Updates 
    • Microsoft has released Sway and PowerPoint Mix for those interested in the next evolution of office presentations.
    • Microsoft Snip is another free tool they've released. It makes taking, annotating, and email screenshots quick and simple.
    • Visit the DES website to learn about upcoming PIO training opportunities
    • NVDA is a free screen reader used by individuals with visual impairment to browse the Internet
    • MABU will be presenting at the July SMUG meeting. Please submit meeting ideas.
    • If enough agencies are interested, ITD will host a free website health workshop. Survey forthcoming.
  • Privacy Policies
    • Agencies should review their website privacy policies to ensure they properly disclose data collection and security practices. For example, if an agency uses Google Analytics (GA), they must disclose its use in their privacy policy, per the GA Terms of Service.
  • Public comment policy/moderation
    • To ensure consistent, fair, and legal moderation of comments on social media, it's recommended that agencies implement a public comment policy. A template can be found on ITD's website.
    • In general, it’s better to delete comments than block users. If you do block a user, consider unblocking them after a certain amount of time. Just like in other public forums, it would be unusual to be banned or blocked indefinitely.
  • Records management
    • Through discussion, it became apparent that the business needs for retaining social media records vary greatly among agencies; therefore, creating a single record series for all of state government isn't the best route forward. Thus, just like today, it’s up to each agency to manage their social media records and develop a new record series if needed. Keep in mind that all social media posts, comments, edits, etc., remain under open records laws until they are disposed of. Agency social media managers should work with their records management coordinators to determine how they want to manage social media records.
  • Terms of service agreements
    • There are certain contract terms that state agencies cannot agree to, per North Dakota Century Code. Many social media sites offer government friendly terms of service, though not all do. ITD has developed a list detailing which sites offer government ToS. It's recommended that agencies work with their legal council before agreeing to the ToS for a social media site.
Date of Notice: 
March 8, 2016
Attachments: 
PDF icon smug-20160421-presentation.pdf