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  • Web Council - February 18, 2010
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Announcements

  • Next Web Council meeting will be Thursday March 18 9am
    • UW Technology's Scott Mah will talk about emergency servers
    • UWTV's new General Manager John Haslam will talk about new plans for UWTV
  • Barbara Benson of Records Management (our guest speaker) is working on an Email Best Practices document and would like people to review it and send her any comments and suggestions
    • You can download the Word file here: Email Best Practices
    • Send comments to Barbara at bbenson@u.washington.edu

Speakers

  • Barbara Benson, Director, Records Management Services - "Social Networking and Public Records"
    • Communications conducted through social networking tools are a public record
      • Any record held by a local or state agency is public and therefore may be subject to a public record request
      • State of Washington Public Records Act (http://apps.leg.wa.gov/RCW/default.aspx?cite=42.56) aims at ensuring transparency in government
      • Any citizen can ask us for access to public records
      • The UW Office of External Affairs, Public Records and Open Meetings, (http://depts.washington.edu/pubrec/index.shtml) handles such requests
      • Significant fines can result if the UW does not respond
    • Records management is in part about legally deleting records you no longer need
    • Retention guidelines are based on content and the value of that content to the organization
      • Financial information must be kept for six years
      • Not clear what the situation is for content posted in social media
    • Example: Facebook
      • How much information posted in Facebook by UW staff/faculty is work-related
      • How much of work related information that you post is only available on your social networking site?
    • Example: Center for Disease Control
      • CDC is hot on social networking tools
        • Other people post things on CDC sites, people reading the stuff think the posts are somehow reviewed or approved by CDC
    • Tools people are using
      • Viral video - Youtube
      • Photo sharing sites
      • Blogs
      • eCards
    • Do you keep copies of what you post in social media?
      • Facebook keeps copies of everything - apparently all your old posts exist
      • If questions come up on what you have posted, can you retrieve the original text?
      • State Department of Transportation is making heavy use of social networking tools
        • Apparently DOT is not coordinating, tracking, or archiving its posts
      • State Attorney General's Office is using twitter and keeps records of all tweets
      • Alumni keeps track of its marketing messages, but not of the various channels through which the message is sent out.
      • School of Art has news and events on Web site, feeds to Facebook page and twitter feeds
    • Do you have a disclaimer on your Facebook site that what is posted is not official policy?
      • Do you have an official policy available somewhere? Do you have copies of all previous versions of the policy?
      • You do not have to have an official policy posted to make unofficial statements about topics related to policy
    • Husky Promise Facebook site makes apparent promises about helping with costs of college
      • Is it promising too much?
      • How would Husky Promise be able to clarify what is being promised
      • "The Husky Promise comes through for you by providing money for your education"
        • Could add the phrase, "if you qualify"
        • Has no intention of really saying "everyone will get money"
      • Husky Promise Web site (http://www.washington.edu/huskypromise/) has more detailed information about requirements and process
      • You do not have to worry about what is being posted by others. You are responsible only for what you post.
    • Recommendations for using social networking
      • Technology we use does not easily retain older stuff, content is dynamically updated without back procedures: if you are going post policy on any of these sites (not just marketing), be aware that you have made that choice, and maintain that policy permanently
        • When posting marketing things, be very careful of what you are posting and think about how people may misconstrue what you are saying
      • When you are stating a promise or fact, and someone is taking action based on that promise or fact, you are responsible
      • You do not have to keep copies of what you publish in its native format (at least not yet), but you do have to know what you said
    • Future topics on records retention
      • Courts are beginning to expect to see documents in their native format to prove they have not been falsified
      • Meta data may also be seen by courts as a public record
  • Google Ambassador, Daniel Miller, a UW student and our resident Google Ambassador
    • Goes to departments, units, organizations on campus and talks to them about how they can use Google Apps
    • Demonstrates what can be done, helps people change their approaches and methods to take advantage of Google Apps
    • Works at Ethnic Cultural Center, will be around until June, when he graduates
    • dalan.miller@gmail.com
  • John Burkhardt, Associate Director - Virtual Media, Alumni Relations/Alumni Association
    • Working with Mark Stewart of the Alumni Association to make the Columns Magazine available through the ISSUU (http://issuu.com/) service with the goal of optimal online presentation of the magazine at reasonable cost
    • Columns magazine is sent out to 215,000 households four times each year
      • Hardcopy magazine is very expensive to mailout
        • Working on reducing the mailing list
        • If have not heard from an alumni for a long time, they are removed from the list
        • Going Green (http://uwfoundation.org/going_green.asp) offersd the option to receive Columns by email
      • Working to present Columns through new methods and to new audiences
        • Have been putting Columns up on the Web without advertising
        • Want to get smarter on how to expand and extend the Columns brand
        • Looking into Mobile access to Columns, syndication
        • Promoting Columns on Facebook, other social media
        • Getting feedback
          • People like the print look and feel, but want to get it on the Web
          • People like the PDF version because it is close to the print version
      • Decided to try ISSUU (http://issuu.com/)
        • ISSUU is one of a number of private commercial entities that are trying to create magazine publishing systems for their clients
        • Two publications out in test - Viewpoints and Columns
        • Gives magazine experience
          • Can zoom in and out
          • Has page navigator with page thumbnails
          • Can go directly to a specific page
          • Has sharing tools
          • Has page-turning metaphor
        • Two publishing options
          • Provides a free way to publish, which has a "Powered by Issuu" logo and sidebar to other Issuu magazines
          • Or you can pay a per month fee to get a ad-free presentation
        • Interface is very simple, just upload your publication as a PDF
        • Once uploaded, ISSUU takes care of all the navigation and interface features
      • Because it is built with Flash, magazines in ISSUU are not very accessible
        • Alumni has made a commitment to always provide content in alternative forms that are more accessible
      • Having issues in PDF also addresses records retention issues
    • Also working on making the Alumni Member Benefits page (http://www.washington.edu/alumni/membership/benefits.html) more interesting, dynamic
      • Put content into a database, can now present the benefits in multiple ways
      • Now has a search
      • Developed Mobile optimized version of the page that can be used when actually in the store wanting to see that their Alumni benefits are relative to that store.
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