DIGITAL PRESERVATION OF SOCIAL MEDIA Renée Wilson, MLIS

SOCIAL MEDIA APPLICATIONS

SOCIAL MEDIA TYPES

• Social networks

basic

Facebook, Google+, MySpace

business/professional

LinkedIn, Yammer

virtual worlds

Minecraft, Second Life, MMOGs

Adapted from Ohio Electronic Records Committee, Guidelines for Electronic Records Management

SOCIAL MEDIA TYPES

• Webpages blogs / microblogs

Blogger, WordPress, Twitter

wikis

DTS Technical Architecture, Ballotpedia,

Emergency 2.0, Watershed Central Wiki,

Wookieepedia, Brickipedia, Digital

Preservation Coalition

mashups

If This Then That, Google Maps

Adapted from Ohio Electronic Records Committee, Guidelines for Electronic Records Management

SOCIAL MEDIA TYPES

• File-sharing / storage

photo library

Flickr, Picasa, SmugMug

video sharing

YouTube, Vimeo

document sharing

Dropbox, Google Docs

Adapted from Ohio Electronic Records Committee, Guidelines for Electronic Records Management

RECORDS WORTH SAVING

Records that are…

• Historically significant

• Required by law

• Influential in the decision-making of the agency

• Influential in implementing a change within the agency

RECORDS WORTH SAVING

Does this record…

• …document an agency’s policies, business, or mission?

• …have information that is only available on the social media site?

• …convey official agency information?

• …contain information for which there is a business need?

Adapted from NARA Bulletin 2014-02

RECORDS WORTH SAVING

• Administrative: used to fulfill everyday business needs

• Fiscal: used to fulfill financial obligations

• Historical: used to document history of agency; may be of interest to researchers

• Legal: necessary to document legally-enforceable rights, and as required by law

RETENTION SCHEDULES: SCRAPBOOK • These are a chronological record of the

activities of the county or individual county department. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to county activities and actions and reactions of county citizens.

• Retention: Permanent

State GRS 1-4; County GRS 1-5; Municipal GRS 1-4; School District GRS 19-46

• Incoming and outgoing correspondence related to matters of short term interest. Transmittal correspondence, regardless of format, between individuals, departments or external parties containing no substantive contractual, financial or policy information. When resolved, there is no further use or purpose.

• Retention: Retain until administrative need ends and then destroy

RETENTION SCHEDULES: TRANSITORY CORRESPONDENCE

State GRS 1-47; County GRS 1-34; Municipal GRS 1-42; School District GRS 1-1

GOOD IDEA!

RETENTION SCHEDULES

• Wouldn’t it be easier to just have a retention schedule for all social media?

CHALLENGES TO PRESERVATION

• How to capture content

• Digital storage

• Duplication of content

• Ownership and control of data

• Implementation of retention policy

• Legal issues

• Citizen conduct & security

Adapted from Ohio Electronic Records Committee, Guidelines for Electronic Records Management

SPECIFICS: WHAT TO SAVE

• Content: text, graphics, audio, video

• Website interface

• Links to other pages

• Date & timestamps

• Number of likes, shares, retweets, etc.

• Comments (and accompanying metadata: timestamps, likes, etc.)

SOLUTIONS: METHODS

• Manual capture

• RSS feed

• In-app export

• Request from vendor

• Platform-specific APIs*

• 3rd-Party software

*Application Programming Interface

SOLUTIONS: TOOLS

• Archive-It • Hanzo Archives • Social Safe • Smarsh • ArchiveSocial • Aleph • Arkovi • Backupify • Heritrix

ARCHIVE-IT

archive-it.org

• Service provided by Internet Archive

• Hosted remotely

• Content available to public

• Scheduled crawls / captures

• Works best with websites

• Can export metadata

• Contact for pricing and demo

SOCIAL MEDIA C4 (SMC4)

smcapture.com

• Hosted remotely

• Includes record management tools, optimization tools, account controls, etc.

• School special: $1/month for cyber-bullying monitoring

• Can post from within app

• Free trial; $50-100/month

IF THIS, THEN THAT (IFTTT)

ifttt.com

• Free

• Connect accounts to trigger actions

If I post to Facebook, then also post to Twitter

If someone leaves a comment, then email me

• No local storage

SOCIALSAFE

socialsafe.net

• Locally-hosted (on your computer)

• Data still accessible after subscription ends

• Free trial; $7-28/year

• Can export content

• Includes optimization tools

• Scheduled sync

HTTRACK WEBSITE COPIER

httrack.com

• Hosted locally

• Copies entire website

• Free

SOLUTIONS: QUESTIONS TO ASK

• Which platforms are supported? What about websites and blogs?

• How many accounts/feeds can I have?

• How many users will this support?

• What information is captured? Time/date of post, # of likes, shares, comments, etc.

• Is the cost per month? Year? Feed?

SOLUTIONS: QUESTIONS TO ASK

• How much storage am I allotted? What happens if I go over?

• How can I access my archived files? Do I need special software?

• Are files stored locally or remotely? If remotely, is there duplicity to avoid loss of data?

• Can I export archived data?

• Are social media optimization tools included?

WHAT NOW?

1. Plan: Determine which records to save, which retention schedules apply, etc.

2. Experiment: Evaluate & test preservation tools to determine which meet your needs, budget, and skill level

3. Manage: Assign responsibility for content capture on internal & external sites

From NARA White Paper on Best Practices for the Capture of Social Media Records

RESOURCES • National Archives and Records Administration. Best Practices for the Capture

of Social Media Records. 2013. Accessed at http://www.archives.gov/records-mgmt/resources/socialmediacapture.pdf

• National Archives and Records Administration. Bulletin 2014-02. 2013. Accessed at http://www.archives.gov/records-mgmt/bulletins/2014/2014-02.html

• National Archives and Records Administration. Digital File Types. Accessed at http://www.archives.gov/preservation/products/definitions/filetypes.html

• Ohio Electronic Records Committee. Social Media: The Records Management Challenge. 2012. Accessed at http://ohsweb.ohiohistory.org/ohioerc/images/c/c6/OhioERC-Guideline-Social-Media.pdf

• Utah State Archives and Records Services. Glossary of Terms. 2012. Accessed at http://archives.utah.gov/recordsmanagement/glossary.html

• Utah State Archives and Record Services. Preliminary Guidance on Government Use of Social Media. 2011. Accessed at http://archives.utah.gov/documents/social-media-guidelines_2011.pdf

ATTRIBUTIONS

• Anonymous. Social Media Rubik’s Cube. Accessed at http://soulcrushingsarcasm.wordpress.com/2012/12/06/the-social-media-monster-like-me-it-says/social-media-rubiks-cube/

• Anonymous. Social-Media-Question-Mark. FocusMe, 2011. Accessed at http://www.focusmeireland.com/?attachment_id=2642

• Miss BeGotten. question_mark_dead. 2011. Accessed at http://quasi-superspooge.blogspot.com/2011/07/quick-quiz.html

• Swigart, Scott. Network bugs? Web crawler? Flickr, 2011. Accessed at https://www.flickr.com/photos/smswigart/6167255518

• ZQ. 120 Free Cute Social Networking Icons. DesignBolts, 2014. Accessed at http://www.designbolts.com/2014/03/19/120-free-cute-social-networking-icons-2014-pngs-vector-file/

CONTACT

• Renée Wilson, Local Government Agencies

reneewilson@utah.gov

801-531-3842