End-of-Year Cleanup: Social Media Archiving
Why is Archiving Social Media Important?
The California Public Records Act requires that government records be disclosed to the public upon request, unless privacy or public safety exemptions apply. Under Section 7920.530, a public record is defined as “any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics.” While the law does not specifically mention social media, it is generally understood that content posted on these platforms falls under this definition and is considered a public record.
As the year draws to a close, public agencies often review accomplishments, challenges and internal processes. Social media has become a primary method of communication, and as a public record, these posts must be available to the public upon request for a certain period of time. Properly storing social media content in a logical and accessible way can be complex, and many services now exist to help local governments with this regulatory requirement.
Choosing a Social Media Archiving Platform
Selecting a service to archive social media posts is a key decision for agencies implementing an archiving policy. Key features to consider are:
- Integration with existing services: Many archiving tools are offered as part of a broader service suite. Agencies may already have access to these tools, eliminating the need for a separate purchase.
- Comprehensive capture: The tool should automatically capture all public-facing content, including posts, comments, replies, edits and deletions. Full metadata, such as timestamps, user IDs, platform data and geolocation, should also be retained.
- Tamper-evident storage and chain of custody: Archives must store content securely in an unalterable format while maintaining a documented chain of custody to ensure authenticity if records are used in court or audits.
- Public-portal or records-request interface: Some platforms allow agencies to share archived content directly with the public or efficiently respond to records requests, which is useful for high-volume social media accounts.
Steps to Get Started
The first step in archiving social media can feel overwhelming. Agencies should consider:
- Reviewing state open-records laws and retention schedules.
- Choosing a solution that captures posts, comments, edits and deletions in real time.
- Integrating the archiving system into onboarding for new pages and staff.
- Regularly checking the system to ensure core functions, like time stamping and general storage, are working correctly.
- Implementing ongoing training on archiving processes for staff members managing social media content.
The end of the year is an ideal time to evaluate and refine your agency’s archiving processes. While the social media archiving process may seem tedious, adopting the right tools and practices now helps agencies stay compliant, protect themselves legally and build public trust for years to come.
