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Home My WebLink About2018-07-23-minutes-it-study-session2018‐07‐23 Minutes 1 Information Technology Commissioners’ Minutes Kittitas County, Washington Commissioners’ Conference Room Regular Meeting Monday 11:00 AM July 23, 2018 Board members present: Chair Laura Osiadacz, Vice‐Chair Obie O'Brien, and Commissioner Cory Wright Others: IT Director Jim Goeben, Application Developer Zane Kinney Regular Meeting Information Technology Meeting called to order at 11:06 AM. County Branding Zane Kinney presented a draft branding guide and forwarded the management team’s favorable feedback on the logo. The board decided to ask department heads and elected officials for estimated costs to rebrand items before it gives implementation direction. The board asked IT to finalize the draft branding guide for their review. Text Message Archiving Recommendation Mr. Goeben presented a recommendation from the IT Committee, Records Management Committee, and DPA Mitchell to remove text message archiving from county phones and direct staff to memorialize then delete text messages that conduct county business. The board approved and authorized IT to proceed. Social Media Policy Recommendations The IT Committee and DPA Hartung recommended the board modify Technology Policy 14 ‐ Social Media to allow a statement pointing the public to official and accurate information on the county website to be posted on non‐county sponsored social media pages when staff sees inaccurate information. The board approved. The IT Committee and DPA Hartung recommended the board modify Technology Policy 14 ‐ Social Media to require county employees who choose to contribute to official county Facebook pages to use their own personal profile. There was discussion and the board did not take action. Meeting adjourned at 12:20 PM. Kittitas County Commissioners Information Technology Director Kittitas County, Washington _______________________________________ _______________________________________ Jim Goeben, IT Director Laura Osiadacz, Chair Kittitas County Information Technology | 205 W 5th AVE STE 13 | Ellensburg WA 98926 | 509‐962‐7510 | http://www.co.kittitas.wa.us MEMO To: Board of County Commissioners From: Jim Goeben, IT Director Date: July 12, 2018 Subject: Proposed changes to Technology Policy 13.4.5 Text Messaging In order to allow for proper records management of text messages (deleting transitory messages and those that have met their retention requirement), the ITC recommends the board change 13.4.5 Text Messaging as drafted below. This is similar to the action taken with email archiving earlier this year. 13.4.5 Text messaging Text message primary records that conduct county business (those you send, and those you receive from non-county employees) must be memorialized as they are sent or received.You may use text messaging for county business ONLY on county-owned cell phones that are connected to the county’s text message archiving service. If authorized by your DH/EO, you may use text messaging for communications of minimal retention value on personally-owned cell phones and county-owned cell phones not connected to the county’s text messaging archiving service; however, you must delete the transitory communication text when it is no longer needed, and you will be responsible for contacting your service provider to obtain copies of any records responsive to public records requests. Kittitas County Information Technology | 205 W 5th AVE STE 13 | Ellensburg WA 98926 | 509‐962‐7510 | http://www.co.kittitas.wa.us MEMO To: IT Committee From: Jim Goeben, IT Director Date: July 2, 2018 Subject: Proposed changes to Technology Policy 14 ‐ Social Media Use The ITC has considered changing policy 14 Social Media Use to allow comments on non‐county sponsored social media sites. Below is a DRAFT of proposed changes based on comments offered by DPA Stephanie Hartung. 14.4.5.2 Official Business Only Employees and other individuals authorized to use social media to communicate on behalf of a County office/department should be mindful that statements posted represent the County, including its elected officials. Most social media sites do not allow editing of posts. Use discretion when posting. Posts shall always relate to work matters within the subject matter jurisdiction of the posting office/department and should be consistent with the County’s public service mission. Only information authorized by this policy shall be posted. Employees and other individuals authorized to use County-sponsored social media sites must ensure that all information posted is professionally presented, accurate, and appropriate for dissemination to the public. Conducting official County business via social media is permitted only on approved County- sponsored social media sites. Use of County-sponsored social media sites for communications and postings that are not directly related to an official County business purpose is prohibited. A department head/elected official may authorize their social media publisher to provide the following statement and link to the county website when false, misleading, or inaccurate information is encountered on non-county social media sites. Official and accurate information can be found on the Kittitas County website at http://www.co.kittitas.wa.us. No other text/comment may be written, and no further engaging is allowed. Posting this statement is optional and not required. Employees are not required to monitor information posted on other sites. MEMO To: Board of County Commissioners From: Jim Goeben, IT Director Date: July 12, 2018 Subject: Proposed changes to Technology Policy 14 – Social Media Use The IT Committee and DPA Hartung have reviewed the county’s social media use policy and request the board adopt the following changes to comply with Facebook Terms of Service. Technology Policy 14 - Social Media Use Kittitas County Technology Policy Manual 14. Social Media Use 14.1 Summary Kittitas County recognizes the benefit of quick and directed communication provided by social media. It also recognizes the challenges related to records management, public disclosure laws, unrestricted public forums, and to the reputation of the County and its representatives. The purpose of this policy is to establish consistent standards for and ensure appropriate use of Kittitas County-sponsored social media sites used by Kittitas County offices/departments in reaching out to the public with the purpose of sharing information about Kittitas County. This policy applies to all County-sponsored social media sites and to all Kittitas County employees and those performing business on behalf of a County office/department. 14.2 References 1. Kittitas County Privacy Notice 2. RCW 42.56 Public Records Act 3. Records Management Policy and Procedures 4. Technology Policy 11 - Websites 14.3 Definitions 14.3.1 Public Record Any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics (RCW 42.56.010(3)). 14.3.2 Social Networking Any internet site that is focused on creating networks of individuals such as Facebook, LinkedIn, YouTube, Twitter, Instagram, etc. 14.3.3 Social Media Internet-based communication tools that provide for immediate and interactive information sharing. Examples include forums, weblogs, microblogs, wikis, social networks, podcasts, photo sharing, and chat. 14.3.4 Publishers Employees and other individuals authorized to contribute to County-sponsored social media sites. 14.4 Policy 14.4.1 Kittitas County’s Official Website Kittitas County’s official Website at http://www.co.kittitas.wa.us is and will remain the County’s primary and predominant Internet presence. 14.4.2 Official County-Sponsored Sites Every County-sponsored social media site account must be pre-approved by the Board of County Commissioners. KCIT will create, configure, and have access to all County-sponsored social media sites and accounts. Kittitas County’s intranet (CAMAS) may be used to post messages to the County’s website and to County-sponsored social media sites. Applications on social media site shall not be used unless pre-approved by the Information Technology Committee. 14.4.2.1 Right to Remove Sites County-sponsored social media sites may be removed by the responsible DH/EO without notice. 14.4.3 Use All official Kittitas County presence on social media sites are subject to all related administrative policies, including, but not limited to, confidentiality, employee conduct, records management, privacy, and security of County technology assets. 14.4.4 Front Page Requirements and Branding To help distinguish County-sponsored social media sites from other sites, and to facilitate their proper use, home pages of County-sponsored social media sites must: 1. Follow the Kittitas County website style guide 2. State the site is maintained by Kittitas County and is subject to this Social Media Use Policy 3. Identify the office/department responsible for the information displayed 4. Provide a clear statement of the discussion topic of the site so that the public is aware of the limited nature of the discussion and that inappropriate posts are subject to removal 5. Have links to the County Privacy Notice and Social Media Disclaimer (section 14.4.7) 6. Have a link to the county or office/department home page 7. State the County disclaims any and all responsibility and liability for any materials that the County deems inappropriate for posting which cannot be removed in an expeditious and otherwise timely manner. 14.4.5 Posting Only publishers may post to County-sponsored social media sites. Prior to being given access to a social media account, publishers must: 1. Review and sign the Social Media Use Policy Acknowledgement Form 2. Consult with their (or IT’s) Deputing Prosecuting Attorney to be briefed on public forum, records management, and Open Public Meetings Act concerns. Publishers must adhere to content requirements described in Technology Policy 11 - Websites. 14.4.5.1 Purpose of Posts Posts shall be written to increase the public’s knowledge, trust, and use of County office/departments, programs or services and drive users to the County’s website. 14.4.5.2 Official Business Only Employees and other individuals authorized to use social media to communicate on behalf of a County office/department should be mindful that statements posted represent the County, including its elected officials. Most social media sites do not allow editing of posts. Use discretion when posting. Posts shall always relate to work matters within the subject matter jurisdiction of the posting office/department and should be consistent with the County’s public service mission. Only information authorized by this policy shall be posted. Employees and other individuals authorized to use County-sponsored social media sites must ensure that all information posted is professionally presented, accurate, and appropriate for dissemination to the public. Conducting official County business via social media is permitted only on approved County- sponsored social media sites. Use of County-sponsored social media sites for communications and postings that are not directly related to an official County business purpose is prohibited. 14.4.5.3 Copyright Laws Postings must adhere to copyright laws and reference or cite sources appropriately. This includes, but is not limited to, quotes, text, images, and documents. 14.4.5.4 Political and Commercial Activity Publishers must not use County-sponsored social media sites for advocacy of political purposes or to conduct private commercial activities. 14.4.5.5 Confidential/Sensitive Information Confidential, sensitive, proprietary or non-public information must not be posted. Information posted on County-sponsored social media sites must not contain information that relates, or can be connected, to an individual or group of individuals containing specific health information (doctors, diagnoses, medication/prescriptions, etc.), personally identifiable information (names with social security numbers, bank accounts) or information deemed to be sensitive in nature or protected by Federal, State, or County rules and regulations. It is the responsibility of the publisher to ensure that information posted on these sites does not contain confidential, sensitive, proprietary or personal information. 14.4.5.6 No Expectation of Privacy Publishers should not have any expectation of privacy as to any posting. 14.4.5.7 Personal Use of Social Media This policy is not intended to govern employees’ establishment or use of personal social media accounts for personal purposes, outside the workplace and using non-County information systems. However, employees should be aware that their use of social media may be perceived as representing the County and County government, and should tailor their use accordingly. Postings and user profiles on personal social media accounts must not state or imply that the views, conclusions, statements or other social media content are an official policy, statement, position, or communication of the County, or represent the views of the County or any County officer or employee. Employees utilizing social media for personal use shall not conduct official County business on personal social media accounts, or use the Kittitas County Government seal or other official County marks, or use the County government’s name to promote or endorse any product, cause, or political candidate. 14.4.5.8 Facebook Publishers In order to comply with Facebook Terms of Service, publishers will use their personal Facebook accounts to connect and publish to County Facebook pages. 14.4.6 Comments While the County welcomes public comment by email, letter, and phone, the receipt of public comments on a County social media site comes with certain legal risks and administrative challenges. Where comments are not desirable or practical, the office/department should carefully consider both appropriate social media and other media tools. 14.4.6.1 Daily Monitoring of Comments The posting office/department must dedicate sufficient resources and time on a daily basis to monitor for disallowed comments or to respond to requests or questions. The social media account will be configured to send email to the office/department when a comment is posted, if the option is available. 14.4.6.2 Right to Remove Content Kittitas County reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law. 14.4.6.3 Removal of comments Any content removed based on these guidelines must be retained, including the time, date and identity of the poster when available. The reason for the removal of the comment should also be documented and retained. 14.4.6.4 Disabling of Public Comments There may be occasions where disabling public comments on a social media site is desirable. In these instances, comments may be invited via email to a designated County office/department email address that is regularly monitored. 14.4.7 Social Media Disclaimer This Social Media Disclaimer will be linked to from all County-sponsored social media sites. Kittitas County Social Media Disclaimer Thank you for using this Kittitas County social media site (the “site”). This site provides an opportunity for sharing and discussing information, about Kittitas County programs and activities. The comments and opinions expressed by users of this site are theirs alone and do not reflect the opinions of Kittitas County or its employees. This site, including but not limited to all linked pages and subpages, is provided on an "as is" basis, and users are fully and solely responsible for their use of the site and for any results or consequences of such use. Comments should be limited to comments related to the posted topic. This site is not the proper place to express opinions or beliefs not directly related to that topic. Comments will not be edited by Kittitas County or its staff. Comments will be deleted if they contain:  Language that is vulgar, offensive, harassing, graphic, obscene, explicit, abusive, hateful, or intended to defame anyone or any organization  Discriminatory language based on race, national origin, age, gender, sexual orientation, religion or disability  Threats or personal attacks  Personal or sensitive information (e.g., phone numbers, email or postal addresses)  The suggestion or encouragement of illegal activity  Solicitations or advertisements  Apparent spam, such as the same comment posted repeatedly Kittitas County reserves the right to respond to any comments containing incorrect or misleading information and/or delete such comments. All links posted by users on this site will be reviewed and may be deleted if deemed in violation of this policy Violations of this comment policy may cause the author to be blocked from this site without notice. We understand that social media is a 24/7 medium; however, our moderation capabilities are not. Kittitas County may not see every inappropriate comment immediately, and we are trusting in the maturity of our community to ignore personal attacks and negative speech or respond politely This site might include photographs of the public taken at County sponsored/hosted events. Photographs may be taken at County sponsored/hosted events and subsequently shared on or posted to County Social Media Sites without compensation and without further requirement for individual release(s) or approval of images. Persons attending a County public event in a County public venue are hereby deemed to have consented to their photograph(s) being taken and used by the County. Communications made through this site’s email and messaging system will in no way constitute a legal or official notice or comment to Kittitas County or any official or employee of Kittitas County for any purpose. For example, a post or comment that asks that Kittitas County provide public records will not be considered a public records request until being sent through the proper channels (see http://www.co.kittitas.wa.us/request/). Likewise, a post or comment related to a proposed agency rule will not be considered by the agency. In no event shall Kittitas County or its agencies, officers, employees, agents, or representatives be liable for any direct, indirect, special, punitive, incidental, exemplary or consequential damages arising from your accessing or using this site, including but not limited to anything contained in, displayed on, or deleted from this site. Nothing contained in or displayed on this site constitutes or is intended to constitute legal advice by Kittitas County or any of its agencies, officers, employees, agents, attorneys, or representatives. 14.4.8 Records Management Content on County-sponsored social media sites shall not be offered in lieu of official information on the County’s official Website. Wherever possible, content posted to County- sponsored social media sites will also be available on the County’s website and contain links directing users back to the County’s website for in-depth information, forms, documents or online services. 14.4.8.1 Public Records County-sponsored social media sites are subject to State of Washington public records laws (RCW 42.56). Any content published to a County sponsored site, including lists of subscribers and posted communications, is public record. 14.4.8.2 Records Retention Public records on County-sponsored social media sites will be archived and managed in accordance with Washington State records retention schedules. 14.4.8.3 Requests for Public Records Any requests for posts on a County-sponsored social media site shall be referred to the office/department maintaining the site. The posting office/department must be prepared to respond to requests for public records. 14.5 Responsibilities 14.5.1 DH/EO/designee Department Head/Elected Official (DH/EO) and their designees: 1. DH/EOs are responsible and accountable for social media posts submitted by their designated social media publishers. 2. Only authorized publishers may post, respond, comment, or manage County social media content. Employees who post to or respond to comments on a County social media site on behalf of the County and who are not authorized publishers are subject to disciplinary action. 3. DH/EOs are responsible for the accurate and timely posting of information and responding to comments/requests. 4. To prevent violations of the Open Public Meetings Act (OPMA), members of a governing body shall avoid participation in discussions on social media concerning agency business by a majority of its members. Discussions or comments need not occur at the same time or even the same day to trigger OPMA. 14.5.2 Employees 1. Publishers are responsible for the content they publish on any social media site or network and to manage their postings in a manner that supports a positive public image for the County agency. 2. Only county business may be conducted on County-sponsored social media sites. 3. No personal posts may be posted to County-sponsored social media sites. 14.5.3 Information Technology 1. Setting up social media sites 2. Applying branding following the Kittitas County style guide 3. Linking to the County Privacy Notice and Social Media Disclaimer 4. Adding approved publishers Kittitas County Social Media Use Policy Acknowledgement Form I acknowledge that I have received a copy of the Kittitas County Social Media Use Policy and understand that this document describes my responsibilities and the conduct expected of me as a publisher of social media content, including but not limited to:  Conduct yourself professionally  Post only official county business  Adhere to copyright laws and reference or cite sources appropriately  Do not post political or commercial information  Do not post confidential, sensitive, proprietary or non‐public information  Review and comply with applicable social media site’s Terms of Service  Understand that administrator and publisher access to a county‐sponsored Facebook page will require login with your personal Facebook account and that multiple or fictitious accounts are not allowed as a way to circumvent this requirement  Participation as an administrator or publisher for any County‐sponsored social media site is voluntary and may be withdrawn by the employee at any time I understand that if I have questions regarding the policy I will consult with my immediate supervisor or an Information Technology employee. Further, I understand behavior that violates the policies of the county may result in removal from social media accounts, removal from boards and committees, disciplinary action (up to and including termination), termination of contracts, and criminal prosecution. Signature _________________________ Printed name _________________________ Date _________________________ Company (if not Kittitas County) ____________ Signature _________________________ Printed name _________________________ Date _________________________ Signature _________________________ Printed name _________________________ Date _________________________ Employee or Authorized Person Elected Official/Department Head Information Technology The original signed form must be sent to the Information Technology department who will create the user account and forward to the Human Resource Office to be filed in the employee’s personnel file. Kittitas County New Social Media Account Request Form Complete one form for each social media account. Submit the form to the IT Director for consideration by the IT Committee and recommendation to the BOCC. Your name: ____________________________ Date: ________________________________ Department: ____________________________ DH/EO: ________________________________ Social media account: ☐ Facebook ☐ Twitter ☐ Other ________________________________ ☐ I understand I will be responsible for archiving services on this social media account. 1. What is the business need social media will address? ______________________________________ ____________________________________________________________________________________ 2. What are your goals and how you will measure success? ____________________________________ ____________________________________________________________________________________ 3. Who is your target audience? __________________________________________________________ 4. List the employees and authorized users responsible for managing the social media account. All publishers must be listed and authorized in advance (use the Social Media Use Policy Acknowledgement Form). Social media posts have a broad reach and reflect on the agency. Select employees who have good writing skills. Lead user name: ________________________________ Title: ________________________________ Lead user will be responsible for the daily monitoring of the site, training authorized users, notifying IT if an authorized user leaves his/her current position, etc. Publisher name _________________________________ Title: ________________________________ Publisher name _________________________________ Title: ________________________________ Publisher name _________________________________ Title: ________________________________ 5. Description of your staffing plan. How will you train staff to use social media? Who will be cross‐ trained to back up the lead (e.g., for coverage during vacations or illness)? ________________________ ____________________________________________________________________________________ 6. How frequently and for how long do you expect to use social media? __________________________ ____________________________________________________________________________________ ITC Use. ITC: ☐Approve ☐Deny Date:__________ BOCC: ☐Approved ☐Denied Date: __________