City of Creswell Web 2.0 Use Policy
Purpose:
Web 2.0 tools* occupy the intersection of technology, social networking, and collaboration. In order to reach a broader audience, further the goals of the City of Creswell (City), and provide valuable information to the public, City departments and official advisory committees, boards, and commissions may consider using Web 2.0 tools. How Creswell res
idents communicate with each other and how they obtain information from others is rapidly changing, and some of the most significant change involves channels of communication over the internet. The City of Creswell supports the use of Web 2.0 tools to further the City’s overarching mission, vision, and values. As City communication works best when it is consistent, branded, and delivered with one voice, including information posted to Web 2.0 sites, this policy establishes guidelines for the use of Web 2.0 tools. This will provide the City with direct communications lines to its constituents, reaching audiences that are difficult to target, and increasing control over the content of the media that reaches them (Kingsley, 2010). Applicability:
This policy is applicable to Web 2.0 tool use for City business by all City departments, offices, agencies, commissions, committees, boards, partners and contractors; personal use of Web 2.0 sites by City employees is subject to any other applicable City policies. All City of Creswell Web 2.0 sites created by a City department or a City-sanctioned body will be subject to approval by the City Administrator or designee.
2. It is the policy of the City of Creswell that Web 2.0 sites shall be used for City business, in particular as a means to release news and other public information in addition to traditional distribution outlets, and may be utilized to dialogue with constituents contingent on appropriate retention of content. In order to comply with Oregon Records Retention Law (ORS 192 and OAR 166-200-0005 et seq), it is the policy of the City that City of Creswell Web 2.0 sites cannot be used to post original content unless that content is securely backed up on a City operated server and retained according to Oregon Records Retention Law, and that links on the City’s social networking accounts shall point users back to the City of Creswell Web site, http://ci.creswell-or.us.
3. The City Administrator, Department Directors, or their designees may respond to comments posted on social media sites when appropriate. A response with content that is transitory or ephemeral*** is a public record that does not require retention (an example is directing the user to information on the City’s Web site). A response with content that does not meet the definition of transitory or ephemeral is a public record that will require retention and may require disclosure. Therefore, it is the policy of the City that if responses on any City Web 2.0 site are not of a transitory or ephemeral nature, those responses should be archived on a City of Creswell server.
4. Oregon law and relevant City records retention schedules apply to Web 2.0 formats and Web 2.0 content. Unless otherwise addressed in more specific City Web 2.0 policies, the City shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period either on a City server in a format that preserves the integrity of the original record and is easily accessible, or in hard copy or other format allowable under the Oregon Records Retention Law.
5. Only those whom the City Administrator designates are authorized to post information to the City’s Web 2.0 sites. The City Administrator or designees will monitor the content on social media sites to ensure that it adheres to all applicable City policies. Information posted on social media sites shall be consistent with the City of Creswell mission, vision, values, and goals. Content that violates the City’s Nondiscrimination Policy will be removed.
6. All official City presences on Web 2.0 sites or services are considered an extension of the City’s information networks and must comply with all City policies.
7. Employees representing City government through Web 2.0 outlets must conduct themselves at all times as representatives of the City. Failure to do so can result in discipline as described in the City’s Employee Handbook. City entities that use Web 2.0 sites are responsible for complying with all applicable federal, state, county, and city laws, regulations, and policies including but not limited to those related to copyright, Oregon Public Records Law, free speech, privacy, and the Oregon Identity Theft Protection Act.
8. Users and visitors to Web 2.0 sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication between City entities and members of the public. City Web 2.0 site articles and comments containing any of the following forms of content shall not be allowed:
a. Content unrelated to the purpose of the site;
b. Content supporting or opposing political campaigns or ballot measures;
c. Profane language or content;
d. Content that promotes, fosters, or perpetuates discrimination on the basis of membership in a protected class;
e. Sexual content or links to sexual content;
f. Solicitations of commerce;
g. Illegal conduct or encouragement of illegal activity;
h. Information that may tend to compromise the safety or security of the public or public services including but not limited to: public buildings; public utilities; public transportation systems; police, fire and other emergency services; and public infrastructure; or
i. Links to:
i. Candidate sites or sites advocating a position on City or other ballot issues;
ii. Corporate commercial sites. However, non-profit organizations with information on the City’s Web site may include links to member or sponsor organizations; and
iii. Individual personal home pages
9. The City’s Web 2.0 Policy and guidelines shall be prominently displayed to users or made available by hyperlink.
10. The City reserves the right to restrict or remove any content that is deemed in violation of this Web 2.0 policy or any applicable law.
11. Administration of City of Creswell Web 2.0 sites. All new Web 2.0 sites and tools proposed for City use will be approved by the City Administrator or designee. b. The City Administrator or designee will maintain a list of Web 2.0 tools which are approved for use by City entities. c. The City Administrator or designee will maintain a list of all City of Creswell Web 2.0 sites, including login and password information. d. The City Administrator shall be informed of any administrative changes to existing Web 2.0 sites. e. The City Administrator must be able to immediately edit or remove content from Web 2.0 sites.
12. Web 2.0 use will be reviewed periodically to assess effectiveness, evaluate performance, and provide suggestions for changes or improvements. The City Administrator or designee will perform this review.
13. This policy will be evaluated and revised regularly to maintain compliance with Oregon records retention requirements and applicable City policies. Definitions
*Web 2.0. A term used to describe blogs, wikis, social networking sites, and other Internet-based services that emphasize collaboration and sharing, rather than less interactive publishing (Web 1.0). It is associated with the idea of the Internet as platform.
**Public Record. A public record as defined in ORS 192.005, including information created, stored, sent, or received by City employees in connection with City business or using City assets or facilities, which includes most forms of electronic media.
***Transitory. Records of a transitional nature. If the record:
(a) lasts for only a short period of time; and
(b) does not document communications created or received by the City; and
(c) does not directly relate to a City program or City administration; and
(d) is not specified in the City General Records Retention Schedule (OAR 166-200) or as listed in ORS 192.170, it is considered transitory and does not need to be retained. Examples are advertising circulars or drafts of a document that has already been finalized. References
Kingsley, C., & Brummel, A., Lamb, C., Higgins, J. (Eds.). (2010). Making the Most of Social Media: 7 Lessons from Successful Cities. Penn Fels Institute of Government. Retrieved fromhttps://www.fels.upenn.edu/sites/www.fels.upenn.edu/files/PP3_SocialMedia.pdf
Review and Authorization
