Office of the Chief Information Officer Enterprise Policy
CIO-061: Social Media Policy
Effective Date: 07/01/2011
Revision Date: 03/19/2013
Reviewed Date: 07/07/2016
Policy Statement: The purpose of this enterprise policy is to define and outline acceptable use of social media sites and resources in state government. Examples of social media sites include, but are not limited to, Facebook, Twitter, Flickr, YouTube, blogs, wikis, virtual worlds and other sites that allow interactive posting of information, images, video and comments.
Policy Maintenance: The Commonwealth Office of Technology (COT) Office of Enterprise Technology and the Office of the Chief Information Security Officer share responsibility for maintenance and interpretation of this policy. Agencies may choose to add to this policy, in order to enforce more restrictive internal policies as appropriate and necessary. Therefore, staff should refer to their agency’s social media acceptable use policy, which may have additional information or clarification of this enterprise policy.
Authority: KRS 42.726 authorizes the Commonwealth Office of Technology (COT) to develop policies that support and promote the effective application of information technology within the executive branch of state government, as well information technology directions, standards, and necessary management processes to assure full compliance with those policies.
Applicability: This policy is to be adhered to by all Executive Branch agencies and staff, including employees, contractors, consultants, temporaries, volunteers and other workers within state government. This policy applies to the use of social networking sites in the course of conducting official state business, and is not intended to address staff members’ personal use of social networking sites outside the workplace.
Responsibility for Compliance: Agencies and staff that participate in social networking sites are expected to understand and follow these guidelines. Each agency is responsible for assuring that staff under its authority have been made aware of the provisions of this policy, that compliance is expected, and that intentional, inappropriate use of social media sites or resources may result in disciplinary action up to and including dismissal. It is each Executive Cabinet’s responsibility to enforce and manage the application of this policy.
Review Cycle: This policy will be reviewed at least every two years.
Policy: The Commonwealth’s goal is to have a web presence that offers visitors multiple ways to receive agency updates and information. Social media platforms offer many advantages and help open up government to encourage citizen participation, strengthen democracy and support a civic culture.
All plans for new social media sites and accounts should be approved by the agency head or cabinet secretary and the social media provider’s terms of service should be reviewed by the agency’s legal staff.
Agencies should first identify what goal they are trying to achieve. Would a social media account help achieve that goal? Do not set up a social media account unless you have a legitimate purpose to do so.
Develop a communications plan, including the best communications vehicles to use, by consulting with your agency’s communications office.
If the communications plan includes social media, consider if existing platforms or accounts could be used instead of establishing new ones. Some agencies already have well-established, successful social media presences and the knowledge and experience from these efforts should be leveraged whenever possible.
The communications office in the agency will control and approve social media accounts and retain information related to those accounts (i.e., name, password, etc.) This authority ensures that the credentials for updating and controlling agency social networking accounts are available in the event of an emergency, employee termination or retirement, etc. This information must be safeguarded against compromise.
Content included on social media accounts should be sent by the agency communications office to the Governor’s Communications Office for approval before posting. Content that has been previously approved by the Governor’s Office of Communications, such as a copy of an authorized statement or press release, will not need to be re-submitted for approval before posting.
An Agency’s central authority should notify COT’s Office of Enterprise Technology when developing any significant new initiatives that involve social media.
Agency and staff responsibilities
Departments are ultimately responsible for establishing, publishing and updating their pages and content on social media sites.
If possible, agencies should provide a link to the main agency website and include the agency or cabinet logo. Content should link back to the primary agency website for more information if possible.
The state may monitor content on social media sites to ensure adherence with the guidelines in this policy and ensure a consistent government wide message.