Social Media Policies

Sample Policy Language - Adapted from Lynnwood

Public Records and Retention: All information posted and other activity conducted on Agency social media sites is subject to the Public Records Act and Office of the Secretary of State Records Management Guidelines and Retention Schedules. 

Sample Policy Language - Adapted from Stanwood

The Agency social media sites are subject to the State of Washington public records laws. Any content maintained in a social media format that is related to Agency business, including a list of subscribers and posted communication, is a public record. Content related to Agency business shall be maintained in an accessible format and so that it can be produced in response to a request. Whenever possible, such sites shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure. Users shall be notified that public disclosure requests must be directed to the Agency public records officer. 

Washington state law and relevant Agency record retention schedules apply to social media formats and social media content. Unless otherwise addressed in a specific social media standards document, the department maintaining a site shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period in a format that preserves the integrity of the original record and that is easily accessible. Appropriate retention formats for specific social media tools are detailed in the Agency Twitter and Facebook standards incorporated into this policy.        

Sample Policy Language - Adapted from King County

You may access your personal social media accounts at work for limited personal communications as long as it doesn’t interfere with your tasks.

Do not use an Agency email address when using social media in personal capacities. For example, don’t create a personal Facebook or Twitter account using your [agency].gov email address.

If you identify yourself as an Agency employee when conducting personal social media activities, consider stating in your profile that your comments are not representative of the Agency. Examples include:

• Twitter bio: Tweets are my own.
• Blog or website bio: While I work for [the Agency], anything I publish is my personal opinion and should not be considered the opinions or position of [the Agency].

Whether or not you specify on your personal social media accounts that you work for the Agency, the fact that you are employed by the Agency is public information. Be mindful that whenever you discuss issues in an online platform, whether in a personal or professional capacity, your comments can be tied back to your employment with the Agency.

Nothing in this handbook is meant to prevent an employee from exercising his or her right to make a complaint of discrimination or other workplace misconduct, engage in lawful collective bargaining activity, or to express an opinion on a matter of public concern.

Sample Policy Language – Adapted from Bothell

Social Media Rules: Social media use, whether on or off-duty, that adversely affects an employee’s job performance, the performance of other Agency employees, or that otherwise adversely affects the Agency’s mission and functions may result in disciplinary action, up to and including termination. Note that employees have First Amendment freedoms of speech and association, and no discipline will be sustained that violates such rights.

The following additional rules also apply to employees’ use of social media, on and off-duty:

• Social media content that relates to Agency business may be a public record subject to retention and disclosure under state law. For that reason, except for when assigned as part of their official duties, employees are prohibited from using social media to conduct Agency business.
• Employees are required to protect and maintain the confidentiality of all private and confidential Agency information.
• Employees may not create a link from their blog, website or other social networking site to an Agency website if such a link causes the viewer to reasonably believe that the Agency endorses the contents of the employee’s social media site.
• Employees may not use their Agency email address or the Agency’s official logo for personal online communications or activities. Although employees may identify themselves as employees of the Agency, employees shall not identify themselves in a manner that suggests or implies they are speaking as a representative for the Agency, even when the communication occurs in a private setting. If any confusion is reasonably likely, the employee shall expressly state with a disclaimer that he/she is speaking in a personal individual capacity and not for or on behalf of the Agency.