Social Media Users Group 2016-10-13 Meeting

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Thursday, October 13, 2016 -
9:30am to 11:00am

Location Details:

State Capitol
Brynhild Haugland Room
600 E. Boulevard Ave., Bismarck, ND

Agenda

5 Minute Topics (9:30- 9:45)
- State Library Pokémon Go Safari Event
- Responding to Open Records Requests
- Digital Asset Management Alternatives
ND.gov Portal and Website Framework Project (9:45-10:10)
Discussion: Moderating Social Media Comments (10:10– 10:30)
Accessibility Laws and Guidelines (10:30-10:50)
Open Discussion (10:50 – 11:00)

Recap

State Library Pokémon Go Safari Event
- The State Library hosted a Pokémon Go event in July. Around 275 people attended the event, which was planned in only two days and cost $20 to market and host. They promoted the event on social media and it was picked up by local news outlets. The event included a costume contest, coloring for kids, and a scavenger hunt. This showcases how agencies can create successful, cost-effective events by capitalizing on cultural phenomena.
Responding to Open Records Requests
- The group discussed two specific aspects of open records law.
  - It was clarified that the first hour of locating requested records (including electronic records) is free. After the first hour, the entity may charge up to $25/hr for locating records. An entity also may charge up to $25/hr (after the first hour) for the time it takes to redact any exempt or confidential information. However, in some cases, the agency must pay on an external IT vendor to retrieve records. In these instances, as stated in N.D.C.C. § 44-04-18(3), agencies may pass-through “the actual cost incurred” for the use of the IT resources.
  - Also discussed was the point at which multiple requests from the same requestor should be considered a single request. This is detailed in the Office of Attorney General Open Records Manual and Open Records and Meeting Opinion 2014-O-17.
Digital Asset Management Alternatives
- ITD has completed its research into the need for an enterprise digital asset management (DAM) solution. It has been determined that the business need for an enterprise DAM service does not currently justify the cost of such a solution; however, many of the benefits of a DAM solution can be realized using Adobe Bridge. Many agencies already have access to Adobe Bridge as part of the Adobe Creative Cloud subscription and could use it in place of an enterprise DAM service.
ND.gov Portal and Website Framework Project
- ITD is moving into the planning phase of the North Dakota Portal and Website Framework Project. This project consists of three major efforts.
  - Modernizing the State Portal (www.nd.gov) by reorganizing, re-theming, and rewriting the site on a new technology platform.
  - Creating a website development framework consisting of people, processes, and technology. This framework will provide a low cost, quick to deploy content management system (CMS) website offering; facilitate enterprise reuse; and utilize an automated maintenance approach.
  - Investigating website hosting options to keep websites available during a service outage involving the state data center.
- ITD is seeking agencies who are in need of new websites to help pilot and gather requirements for the website development framework. Please contact Cliff Heyne for more information.
Discussion: Moderating Social Media Comments
- This topic was already discussed in-depth at the April SMUG meeting, but was reviewed again here. Agencies can consider social media as a limited public forum and should establish a comment policy to define what comments will be allowed or deleted. In general, agencies said they rarely remove comments and only remove those that explicitly violate comment policies.
Accessibility Laws and Guidelines
- A general overview of accessibility, applicable laws and standards, and PDF remediation was given. In regards to accessibility, The Americans with Disabilities act of 1990 is the primary law applicable to state and local government. Title II of the act requires that “each service, program, or activity… is readily accessible to and usable by individuals with disabilities.” It does not go on to set specific criteria by which an electronic resource, such as a PDF or website, is to be deemed accessible.
- Federal programs must also adhere to Section 508 of Rehabilitation Act of 1973, which does specify sixteen rules for web-based content.
- The Department of Justice is considering revising the regulation implementing title II of the Americans with Disabilities Act in order to establish specific technical requirements to make accessible the services, programs, or activities state and local governments offer to the public via the Web.
  - They are considering requiring states to comply with the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA. This aligns with North Dakota’s Web Development Best Practices and used to be part of the Enterprise Architecture Web Development Standard.
  - Meeting the success criteria for WCAG 2.0 Level AA requires effort on the part of website developers, website content administers, and forms designers.
- During the procurement process, agencies should clearly define which accessibility criteria they want a vendor to develop to. This would typically be WCAG 2.0 Level AA.
- We have found Lynda.com to be a reliable resource for learning about how to create accessible PDFs, Word documents, and websites. There are also numerous other resources available to agencies regarding accessibility.