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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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