HomeMy WebLinkAbout(2010, 03/23) - D-6 - Adopted D-6
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SOCIAL MEDIA
PURPOSE
The City Council finds that it is necessary to provide a Council Policy to ensure that
City of Newport Beach employees and members of its boards, commissions and
committees utilize social media technologies properly when communicating on behalf
of the City. Social media applications include, but are not limited to, blogs, microblogs,
wikis, RSS feeds, podcasts, discussion forums and social networking websites.
Messages and content posted on social media platforms may constitute speech on
behalf of the City, but such speech takes place on a non-City venue. Therefore, the City
Council finds and intends that speech posted on social media platform venues by City
representatives, and comments by the public posted on social media platform venues in
response, do not create a public forum or limited public forum on any portion of the
City‟s websites, equipment or other such City property.
A. Usage
The City of Newport Beach‟s website (http://newportbeachca.gov/) shall be the
City‟s primary and predominant internet presence. Use of social media shall
only serve as an enhancement to the City‟s official website. Therefore,
information and communications should be organized in a manner that avoids
the posting of duplicative or conflicting information.
Social media sites created on behalf of the City of Newport Beach must first be
approved by the City Manager‟s Office and appropriate Department Head.
1. Only those authorized by the City Manager or their Department Head to
speak on behalf of the City and convey information regarding City
programs, projects, policies or any other such City business on social
media platforms may communicate on the City‟s behalf on the subject of
City matters on any social media platform. This includes initiating
statements on, or responding to comments received from, various social
media outlets in any manner that members of the public might perceive as
a statement on behalf of the City of Newport Beach.
2. City employees or members of a board, committee or commission wishing
to express their personal points of view on a social media platform may
only do so on their own time and are prohibited from utilizing City-
owned equipment or technology to participate in social media platforms.
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If, on their own time and equipment, a City employee comments about a
City matter or issue on a social media platform, they should identify
themselves as being affiliated with the City and clearly indicate that the ir
opinions and statements are their own and are not the representations of
the City of Newport Beach. City employees shall follow the City of
Newport Beach Social Media Guidelines.
3. All use of social media by any City department, board, committee or
commission on behalf of the City of Newport Beach must be approved by
the City Manager‟s Office and comply with the following:
a. Representatives of the City of Newport Beach utilizing social media
shall, at all times, conduct themselves in an appropriate and
professional manner.
b. No City employee shall host a blog on any City-owned equipment
or website without prior, written consent from the City Manager,
Department Director and the IT Division.
c. Social media platforms may be accessed from City equipment by
City employees only for purposes of work performed in the scope
of their employment.
d. City departments are responsible for establishing, publishing and
updating their pages on social networking websites. It is the
responsibility of each to ensure that their content is accurate and
current.
e. When City departments create pages on social networking sites, all
new urls must be shared with the City Manager‟s Office. Login
information, including user identification information and
passwords should be provided to the Department Director and the
City Manager‟s Office. Passwords must be secure.
f. All social media accounts must be set up with a City email account.
Social media accounts must be identified as belonging to the City of
Newport Beach.
g. When possible, social networking comments and content should
contain web links directing the viewer to the City of Newport
Beach‟s official website for more information.
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h. When creating pages or adding content to social media sites,
departments should always provide a link to the City of Newport
Beach website.
i. All social networking websites and pages must include the
following disclaimer:
The City of Newport Beach‟s use of external social media websites
is provided as a public service. As such, the City of Newport Beach
disclaims liability for any and all ads, videos, promoted content or
comments accessible from any external web page. The
responsibility for external content or comments rests with the
organizations or individuals providing them and do not constitute
an endorsement by the City of Newport Beach.
j. No City employee may change the content or add new content to
wikis or similar sites on behalf of the City of Newport Beach that
relates to City matters including, but not limited to, City projects,
programs and policies.
B. Records Retention, Confidential Information
The City of Newport Beach encourages the use of social media to promote
increased transparency and efficiency in communicating information to the
public. City of Newport Beach correspondence and other records related to
transaction of the public‟s business constitute public records that may be subject
to the California Public Records Act, even when transmitted through social
media platforms. Departments should maintain records retained in the ordinary
course of business consistent with their department‟s standard records retention
schedule.
Some information in City records is confidential, or subject to privileges or
exemptions under the California Public Records Act, City ordinances, or state or
federal laws. Confidential information, or information exempt from disclosure
under the California Public Records Act, shall not be conveyed through social
media platforms.
Examples of information that City representatives shall not convey through
social media platforms include but are not limited to:
Attorney-client privileged information;
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Records concerning pending litigation;
Preliminary drafts, notes and memos not retained in the ordinary course
of business;
Certain information on business license or permit applications;
Personal identifying information of individuals who file code enforcement
complaints; and
Personal information of City of Newport Beach‟s employees not subject to
disclosure under the California Public Records Act or other state or
federal laws (such as home addresses, phone numbers, medical and
confidential employment information).
C. Ethical Conduct
No City representative shall participate in any social media activity on behalf of
the City of Newport Beach that:
1. Promotes or exhibits hate, bias, discrimination, “adult-oriented” material
or material not suitable for viewing by persons of all ages, or material
with libelous or otherwise defamatory content;
2. Advocates the agenda or position of a political party, candidate for elected
office, ballot initiative, or campaign or fundraising websites of holders for
candidates for political office (whether elected or appointed);
3 Posts communications that expressly advocate the approval or rejection of
a clearly identified ballot measure or candidate certified to appear on the
local ballot;
4. Violates a City of Newport Beach Council Policy, specifically, D-1 (Media
Relations), D-5 (City Websites), or any policy contained in the City of
Newport Employee Policy Manual, specifically Section 3.0 and
Appendix C – Communications Equipment and Systems Policy.
5. Violates any federal or state or local privacy, copyright, trademark,
records retention, accessibility or other laws, regulations, policies or
standards including but not limited to the First Amendment and the
California Public Records Act.
D. Enforcement
1. The City Manager‟s Office will monitor all departments‟ social media
efforts to ensure that content adheres to this policy, is consistent with all
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logo usage and style guidelines, and furthers the communication or
marketing goals of the City.
2. Any violation of this policy may result in removal of the department‟s,
board‟s, committee‟s or commission‟s content from the social media
outlets. The City Manager‟s Office has the sole authority to determine
what information or pages shall be removed.
3. This policy covers the following forms of social media outlets and any
other form of social media, new media or Gov 2.0 communication:
Blogs
The word blog is a shortened version of the term web log. Blogs are user-generated
websites where entries are made in journal style and appear in reverse chronological
order. Blogs provide commentary or news on particular subjects, such as local events.
They usually contain text, images and links to other sites. Blogs typically allow visitors
to provide comments in an interactive format.
Discussion Forums
A discussion forum (also known as a discussion group, discussion board, message
board, or online forum) is a general term for any online "bulletin board" where users
can leave messages and view responses to those messages.
Social Networking Websites
Social networking websites focus on the building and verifying of online social
networks for whatever purpose. Social networks connect people with all different types
of interests. Members communicate by voice, chat, instant message, videoconference
and blogs, and the service typically provides a way for members to contact friends of
other members.
A. Facebook
Facebook serves as a useful tool for the City of Newport Beach to infor m the
public about City events, refer them to the City website and dispense
information in a timely manner. Guidelines:
Each department must classify itself as „government‟ and identify itself as
a department of the City of Newport Beach.
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A link to the City‟s official website (http://www.newportbeach.ca.gov)
must be included on the Info Page.
All City department pages should include other City department pages in
their “favorites” section.
The Comments Section must contain the following disclaimer:
Comments are monitored and the City of Newport Beach
reserves the right to remove inappropriate comments,
including those that contain obscene language or
“adult-oriented” content, threaten or defame any person or
organization, violate the legal ownership interest of another
party, support or oppose specific political candidates or ballot
propositions, promote illegal activity, promote commercial
services or products or are not topically related to the
particular posting.
Facebook pages represent the City. Thus, style and design of the
Facebook pages shall be consistent to the City branding. Departments
must use proper grammar. Slang, jargon, excessive abbreviations shall be
avoided.
Facebook applications must serve a business purpose and first be
approved by the City Manager‟s Office.
Each department is responsible for archiving its Facebook page. An
electronic copy of page content shall be periodically saved to a City
Server.
B. Twitter
Twitter serves as a useful tool for the City to communicate information directly
to their Twitter followers in 140 characters or less. Guidelines:
Twitter should only be used as a means to quickly disseminate brief and
concise communication. For more-in-depth information, followers should
be directed to the City website (http://www.newportbeach.ca.gov/).
Each department is responsible for the archiving of its Twitter posts.
Departments shall periodically save an electronic copy of the list of
followers and reply messages to the City Server.
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C. Photo-Sharing Websites
Photo sharing refers to the publishing or transfer of digital photos online,
enabling users to share them with others (whether publicly or privately). This
functionality is provided through websites and applications that facilitate the
upload and display of images. Please note: All copyright and fair use laws
apply.
D. Video-Sharing Websites
Video sharing refers to websites or software programs that enable users to
distribute video clips. Some services may charge a fee, but most do not. Please
note: All copyright and fair use laws apply.
E. Wikis
A wiki is a website that allows visitors to add, remove, edit and change content.
It also allows for linking among any number of pages. Please note: No City
representative shall directly change the content or add new content to wikis on
behalf of the City of Newport Beach that relates to matters including, but not
limited to, City projects, programs and policies. If a representative discovers
incorrect information on any wiki, a correction should be suggested in the
website‟s comments section.
F. Podcasts
A podcast is an audio or video broadcast that has been converted to an MP3 file
or other audio or video file format for playback in a digital player or computer.
G. RSS Feeds*
RSS (Really Simple Syndication) is the acronym used to describe the de facto
standard for the syndication of Web content. Users of RSS content use software
programs called “feed readers” or “feed aggregators.” Users can subscribe to
feeds by entering links to the feeds into a reader program. The reader then
checks the user's subscribed feeds to see if any have new content since the last
time it checked. If so, the content is retrieved and sent to the user.
Adopted - March 23, 2010