Leicestershire County Council
Leicestershire County Council Interim Social Media Protocols
Status: FINAL
Prepared by: Maria Archer Taylor Version 0.2.2 Date: April 2011
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1. DOCUMENT CONTROL 3 1.1 Control Details 3 1.2 Document Amendment Record 3 1.3 Location of Project Documentation and Products 3 1.4 Document Sign-off 3
2. PURPOSE & INTRODUCTION 4 2.1 Purpose of these Interim Social Media Protocols 4 2.1 Introduction 4
3. PART ONE: SOCIAL MEDIA GOVERNANCE 5 3.1 Approval for setting up a Social Media Channel 5 3.2 Business Case 5 3.3 Platform Checklists 6
4. ROLES & RESPONSIBILITIES 7 4.1 Channel Sponsor 7 4.2 Channel Owners 7 4.3 Channel Facilitators 8 4.4 Online Business Partner 9 4.5 ICT Information Assurance Team 9 4.6 Corporate Communications Team 10 4.7 Overview of Social Media approval & set-up process 11
5 OVERVIEW OF SOCIAL MEDIA PLATFORMS 12 5.1 Discussion Forums 12 5.2 Social Networking (ie Facebook) 12 5.3 Blogs 13 5.4 Photo-sharing (ie Flickr) 15
6 PART TWO: EMPLOYEES' BUSINESS USE OF SOCIAL MEDIA 16 6.1 General principles 16 6.2 Protocols for all employees' business of social media 16
7 PART THREE: HR POLICY ON PERSONAL USE OF SOCIAL MEDIA 18 7.1 Purpose 18
8 APPENDIX: CHECKLISTS & FORM 19 8.1 Platform Checklists 19 8.2 Discussion Forum Checklist 19 8.3 Social Networking Checklist 20 8.4 Blogging Checklist 21 8.5 Micro-blogging Checklist (ie Twitter) 22 8.6 Photo-sharing Checklist (ie Flickr) 23 8.7 Video-sharing Checklist (ie YouTube) 23 8.8 Mini-checklist for video content 24 8.9 Website Unblock Form 26 8.10 Website Unblock Process Chart 28
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1. Document Control
1.1 Control Details Document \\Lccfp2\cexdata\Information Provision\Social Media\Social Media Location: Protocols\LCC interim social media protocols FINAL v0.2.2.doc Production Microsoft Word 7 Software: Author: Maria Archer Taylor, Online Business Partner, Corporate Resources
1.2 Document Amendment Record Issue Amendment Detail Author Date Approved
1.3 Location of Project Documentation and Products Document \\Lccfp2\cexdata\Information Provision\Social Media\Social Media Location: Protocols\LCC interim social media protocols FINAL v0.2.2docD:\Docs\2018-05- 06\0f1da7a1a815a718ed4736c430b2ddd7.doc
1.4 Document Sign-off Project Manager:
Signature: …………………………………………………………….
Printed Name: …………………………………………………………….
Position: …………………………………………………………….
Date: …………………………………………………………….
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2. PURPOSE & INTRODUCTION
2.1 Purpose of these Interim Social Media Protocols
We have developed these Protocols to put in place interim arrangements for the set-up, approval, management and governance of the corporate use of Social Media channels.
The Protocols are intended to make clear:
the need for departments to support any proposed Social Media use by demonstrable evidence of customer need.
departments’ role and responsibility in using Social Media channels.
the implications for the effective business use of such channels - ie resource needed, etc.
the impact that properly supported Social Media channels can have on customer communications and interactions.
We will keep these Protocols in place until the organisation is in a position to fully understand the corporate requirements around Social Media use and develop a Strategic Social Media Policy.
2.2 Introduction
‘Social media‘ is the term commonly given to websites and online tools that allow users to interact with each other in some way – by sharing information, opinions, knowledge and interests. As the name implies, social media involves the building of communities or networks, encouraging participation and engagement.
This document is in three parts. Part One of this document describes the interim governance arrangements and approval process for services who wish to set up and operate a social media channel. The Protocols cover the mainstream platform types – ie photo and video sharing, blogging and micro-blogging, forums and social networking. More practical detailed guidance on how to operate specific channels is being developed as part of the Council’s Online Content Toolkit.
Part Two covers Employees’ Business Use of Social Media, , which sets out the standards that employees must apply to any work-related online interaction.
Part Three is the HR Policy for Employee Use of Social Media, which covers personal use of social media.
Please bear in mind that these Protocols may need to be tweaked over time to keep abreast of changes, to ensure they remain fit for purpose.
NB: Social Media channels are online communications channels and as such should not be set up until any plans to do so have been discussed with the Online Business Partner (Maria Archer Taylor) and subsequently approved by the
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Online & Information Management, Corporate Communications and ICT Services.
You can contact the Online Business Partner as follows:
Tel: X58366 Email: [email protected].
If making contact my email, please ensure you put ‘Social Media Use’ in the Subject line of the email message.
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3. PART ONE: SOCIAL MEDIA GOVERNANCE
3.1 Approval for setting up a social media channel For each proposed social media channel, the service head will need to draft a Mini Business Case and get approval for its submission by the relevant Assistant Director. The Mini Business Case should be sent to the Online Business Partner, Maria Archer Taylor. The service head should email the Business Case to the Web mailbox ([email protected]), putting the phrase ‘Social Media Use’ in the subject line of the email message to make these requests easy to identify.
A corporate-wide social media information security risk assessment has been completed. This risk assessment should be reviewed for each social media request.
Some social media websites are blocked by the Council’s network. To get the website unblocked, a Website Unblock Form should be completed and approved by the department’s Chief Officer and Head of ICT – see Section 8.9.
3.2 Business Case Each Mini Business Case should include the following details:
Business objectives Explain what you aim to achieve with the channel, and how this fits in with LCC’s Corporate Communications plans.
Implementation timescale Consider if this is to be time-limited and if not when reviews will take place.
Channel Sponsor This must be an Assistant Director (or above) of the respective service.
Channel Owner This must be a service head and budget holder.
Channel Facilitator The Channel Facilitator manages and regularly monitors the channel, so a realistic assessment of the amount of resource available will need to be shown.
Evaluation method What is the measure of success? Which tools shall be used to measure activity? How often will the channel be reviewed?
The business case needs to prove that the service is geared up to handle interactions through these channels.
In the case of social networking sites like Facebook such requests may be posted prominently on the wall, and a fast response may be necessary (including out of hours). Conversations may take place through this channel that would need to be responded to quickly and professionally.
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3.3 Platform Checklists We have produced checklists for each type of social media channel. The Channel Owner will need to complete this as part of the development of the Mini Business Case for the respective social media channel to be used.
The checklists go into the detail of how the channel will be managed, and covers areas such as name and choice of platform, officers responsible, sample content, approval and moderation procedure and evaluation methodologies.
Blank checklists are also available as separate forms as part of the Appendix to this document.
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4. ROLES & RESPONSIBILITIES
There are a number of roles and teams that are essential to the setting up and management of a Social Media channel.
These are:
Channel Sponsor Channel Owners Channel Facilitators Online Business Partner ICT Information Assurance team, and Corporate Communications team
A description of the responsibilities for each role is given below.
4.1 Channel Sponsor The Channel Sponsor should be the Assistant Director (or above) for the respective service seeking to implement the social media channel. The Channel Sponsor is responsible for approving the department’s request to use a social media channel.
4.2 Channel Owners Channel owners are the respective service managers (or someone nominated by them) of the service area for which a social media channel is planned.
As part of the role, the Channel Owners will:
Identify the need for and/or approve the implementation of a social media channel for their service area.
Complete the checklist and use it to develop the mini Business Case. Email the Business Case to the Online Business Partner.
Authorise payment for the channel (if required).
With Corporate Communications, agree any marketing / communications plan if required.
Identify and approve appropriate facilitators – ensuring the channel is adequately resourced at all times.
Be ultimately responsible for the content on the channel.
Co-ordinate with the Online Business Partner to review the Corporate Social Media Risk Assessment to identify any additional risks associated with their proposed social media use.
If the Channel Owner identifies any additional risks, they should add these to the Corporate Social Media Risk Assessment to create a revised Social Media Risk Assessment specifically relating to the service’s proposed use.
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Attend (or send a representative to) the Information Security Risk Assessment meeting to review / approve the revised risk assessment for the selected channel.
Following approval of the risk assessment, complete the ‘Web unblock form’ and follow the process to get it approved (if required).
With support from their Facilitator, highlight any process/management issues as soon as they are identified to the Channel Sponsor and Online Business Partner.
With support from their Facilitator, provide feedback on the overall effectiveness of the channel – using the agreed evaluation method to say if the channel is meeting the business objectives.
Identify a deputy to make management decisions in their absence.
4.3 Channel Facilitators The Channel Facilitators are the members of staff responsible for the day-to-day running of the social media channel.
The Facilitators will:
Support the Channel Owner to complete the relevant checklist and develop the mini Business Case .
With Corporate Communications Team, work on a marketing plan if necessary.
Set up the social media channel after the required approval(s).
Research and post all content to the channel using an appropriate method.
Ensure all content on the channel is legal (eg in the case of photos and video that we have appropriate copyright and consent to upload content).
Ensure that we only post content that we are happy to put in the public domain.
Respond to all comments and online interactions.
Moderate all online conversations (proactively or reactively depending on the agreed guidelines for the channel) identify and raise any potential issues with the Channel Owners, the Online Business Partner and/or the Corporate Communications team.
Monitor usage of the channel and relay any concerns to the Channel Owner and/or Online Business Partner.
Research appropriate external organisations/individuals/groups to engage with online, commenting on other channels and sharing content as appropriate as part of the marketing plan for the channel.
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Provide reports and statistics to Channel Owner and Online Business Partner as required.
4.4 Online Business Partner The role of the Online Business Partner is to provide advice and support to services using social media channels.
Specifically Online Business Partner will:
Advise on the interim governance arrangements and process for setting up and using a channel.
Provide support and guidance to the Channel Owners in creating the business case, highlighting the benefits of using the respective platform, as well as the potential dangers and resource implications.
Advise the Corporate Communications team on any Social Media requests where the proposed purpose is for communications rather than service delivery information provision.
Produce the initial corporate-wide social media information security risk assessment and review it with Information Assurance team on a regular basis to identify new risks and appropriate controls.
Assist the Channel Owner to complete the revised risk assessment to reflect any additional service-specific risks and controls.
Attend the Information Security Risk Assessment meeting to review / approve the revised risk assessment for the selected channel.
Maintain the Social Media Register that will provide an overview of all LCC’s social media channels.
4.5 ICT Information Assurance team The role of the ICT Information Assurance team is to provide advice, guidance and support services on information security and ICT service continuity. As part of their role, the Information Assurance team evaluates the information security risk assessments submitted by Information Management Team (IMT) or Information Technology and Communication Services (ICTS) to ensure that risks to the council’s information and technical infrastructure have been indentified and appropriate controls are in place to mitigate the risks..
The Online & Information Management team have produced a corporate social media information security risk assessment, which covers all the types of social media. This risk assessment will be reviewed periodically to capture any additional new risks in enabling new social media networks. Additional controls will be identified and noted in the risks.
Specifically the ICT Information Assurance team will:
Provide information security and service continuity advice and guidance to the Channel Owner and Online Business partner. Page 10 of 30 Leicestershire County Council
Review and assist in completing the initial corporate-wide social media information security risk assessment.
Review the Corporate Social Media Risk Assessment on a regular basis with the Online Business Partner to identify additional new risks and appropriate controls.
Assist and consult with the Channel Owner when completing the ‘Web Unblock form’.
Review the Web Unblock form and assist with the process to get it approved.
Attend the Risk Assessment meeting to review / approve the revised risk assessment for the selected channel.
Investigate inappropriate usage and information security incidents of social media website.
4.6 Corporate Communications Team
The Corporate Communications team will alert the Online Business Partner of any proposed Social Media use identified in the Communications Activity Pro- forma form.
Review the Mini Business Cases from a communications perspective.
Attend the Risk Assessment meeting to review / approve the revised risk assessment for the selected channel - especially in view of any reputational / communications risks, etc.
Approve use of the channel from a communications perspective following agreement of the revised risk assessment.
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4.7 Overview of Social Media approval & set-up process
The department emails Online Business Partner to arrange initial discussion of proposed Social Media Use
The department - reads Interim Social Media Protocols - completes Mini Business Case - reviews Corporate Social Media Risk Assessment, and - produces a Revised Risk Assessment, if required.
The department submits the Mini Business Case and Revised Risk Assessment (if applicable) to Online Business Partner for review and approval by Online & Information Management, Corporate Communications and ICT teams.
Online Business Partner advises whether or not approval granted . If approval granted, department sets up its respective social media channel .
If platform blocked, department completes and submits Unblock Form to ICT.
Once platform unblocked, department sets up its respective social media channel.
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5. OVERVIEW OF SOCIAL MEDIA PLATFORMS
The section covers the main types of social media platform. Notable omissions include Wikis, MySpace, Ning and LinkedIn. We do intend to add to this document over time as new channels become popular and/or demand increases.
Please note that practical instructions on how to set-up and use the mainstream platforms are given separately in the council’s Online Content Toolkit.
5.1 Discussion Forums Discussion forums are online channels aimed at making it easy to have public conversations. Conversations on the forums can be made public or kept private (for members - or staff - only). Contributions can be accepted from everyone, members only, moderated in advance of publication or completely unmoderated.
Typically forums are either ‘Communities of Interest’ or ‘Communities of Practice’. These range in size and amount of activity accordingly.
Software available to deliver forums is available from a number of different providers – ranging from free public tools such as Yahoo Groups to paid-for solutions (a number of content management systems now have this functionality).
Should an external forum be required then IT will need to be involved in the selection of an appropriate provider.
See also:
Moderating internal discussion forums, blogs and other social media by Step Two Designs:
see http://www.steptwo.com.au/papers/kmc_onlinemoderation/index.html
5.2 Social networking (Facebook) Social networks are platforms that allow users to link up with each other and share information. They can be used for personal and professional purposes, with each network offering a different environment suited to different users and needs eg. LinkedIn is commonly used by professionals for business networking, while Bebo is typically used by younger children for socialising with friends. Facebook is currently the most popular social networking tool, although this may well change as social networking develops.
On Facebook people become friends with each other after one person sends another a friend request and that friend request is accepted. From that point on the friends are able to view each other’s information and contact each other.
Activities available via Facebook are constantly being added to, and are subject to changes in trends, but here are some basic activities:
Posting short status updates eg. Stuck in traffic for 5 hours Leaving messages on each others walls (a wall is where messages are displayed and conversations held, similar to a notice board) Page 13 of 30 Leicestershire County Council
Uploading and sharing photos and videos Sending personal messages Organising and publicising events (friends can state whether they are attending or not) Buying or exchanging virtual gifts
Users can restrict what people can see about them, ranging from everything being open to everyone, to certain friends being able to view certain pieces of information.
Users can set up individual profiles, groups, events and fan pages.
Facebook is good for:
Bringing together groups of people with shared interests Connecting with existing communities Giving people regular short service updates Organising events Being a central point linking off to your content on other social media tools eg Flickr Sharing information with a community of interest
The decision to use a social networking tool, such as Facebook, needs to take into account the current benefits and limitations of this channel against traditional publishing on the website.
In essence, the business case needs to prove that the service is geared up to handle service requests through this channel – such requests may be posted prominently on the wall, and a fast response may be necessary (including out of hours). ‘Conversations’ may take place through this channel that would need to be responded to quickly and professionally.
5.3 Blogs Blogs (weblogs) are online journals or diaries of individuals. By blogging, individuals are able to share their thoughts and ideas with other people, and receive comments. People can subscribe to blog updates via RSS and content can be shared easily through other social media channels.
Blogs can be used for:
Giving expert advice Sharing ideas and inviting discussion Holding conversations and providing news updates to a community of interest Announcing service updates, news stories and events
Blogs can be internal or external facing. Examples of an internal blog would be a Chief Executive blog. External blogs tend to be from thought leaders or political figures.
The decision to create a blog needs to take into account the current benefits and limitations of this channel against traditional publishing on the website. If you intend to moderate all comments in advance and to blog on an infrequent basis (once a week or month), then it is possible you could simply create a webpage, offering RSS updates and a commenting facility.
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If you wish to post regularly and engage in conversations then there are a number of tools to choose from – the most popular free blogging tools are currently Blogger, Wordpress and Typepad although increasingly standard content management systems offer blogging functionality.
5.3.1 Personal blogs Members of staff with personal blogs need to consider their position as a member of LCC staff and act accordingly.
Further guidelines can be found in PART TWO – HR Policy on Personal Use of Social Media Sites section.
5.3.2 Microblogs (Twitter) Microblogging is another type of blogging that consists of blogs with very short posts. The market leader is currently Twitter, however as the Web evolves over time this may well change and the choice of preferred platform may well change, or the decision taken to develop an in-house solution.
On Twitter users can send and receive updates from other users they choose to follow. Sending an update on Twitter for example is similar to sending a text message on a mobile phone; you enter up to 140 characters of text that is sent to all of your ‘followers’ – other people that want to be kept updated with your activities.
Twitter is good for:
giving people regular short service updates promoting local events breaking news stories quickly providing quick short answers to questions holding and contributing to conversations sharing information with a community of interest
The decision to use a micro-blogging service such as Twitter needs to take into account the current benefits and limitations of this channel against traditional publishing on the website. Micro-blogging is about real engagement with your customers – the business case needs to prove that the service is geared up to be able to handle service requests through this channel and respond quickly and professionally to conversations which take place.
5.3.3 Key differences between blogs and micro-blogs1
A blog is primarily a one-way conversation. Blogs do have comments about the content of the blog, whereas micro-blogs are more freeform, a bit like chat rooms containing many parallel conversations taking place at the same time.
Blog content is longer covering much more ground and requiring more research. Micro-blog posts are shorter and more frequent.
1 Derived from blog post It's time to get rid of the word 'micro-blogging' by Patricio Robles http://econsultancy.com/blog/5024-it-s-time-to-get-rid-of-the-word microblogging? utm_medium=email&utm_source=topic Page 15 of 30 Leicestershire County Council
The purpose is different. Twitter itself answers a simple question "What's happening?"
5.4 Photo-sharing (Flickr) Photo sharing websites offer a range of facilities including:
quick and easy photo hosting, online editing, sharing and commenting, ranking and tagging of content, ordering of prints, and engaging with pre-existing communities.
The main benefits of using an online photo sharing site instead of simply placing images on the website includes ease of use, and the social networking opportunities to engage with our customers. The disadvantages include security, ownership and privacy concerns, the accessibility of the platform plus possible reputation damage if the collection is not managed or promoted correctly.
The market leader is currently Flickr, particularly in terms of connecting with existing communities. However as the Web evolves over time this may well change, leading to a corresponding change in the choice of preferred platform, or the decision taken to develop an in-house solution.
The decision to create a collection of photos online through a commercial service needs to take into account the current benefits and limitations of this channel against traditional publishing on the website through the content management system.
5.5 Video-sharing (YouTube) The use of video on websites is increasing as broadband speeds get faster. More and more organisations are adding video to their websites – with content ranging from meetings webcasts to music videos produced by young people.
LCC have been using YouTube to host all video content and has a dedicated YouTube channel – see Leicestershire County Council YouTube Channel. The Council's YouTube Channel is managed by the Information Provision Team.
As well as hosting, YouTube offers a number of social networking functions such as commenting, sharing and groups to engage with customers and promote content more widely. Generally, this element of YouTube is not to be used at present.
It should be noted that YouTube (now owned by Google) is one of many video sharing websites. Many organisations use Vimeo and other sites such as Flickr, Facebook and MySpace make it easy to upload and share videos also.
5.5.1 Considerations for people commissioning videos When approaching a company to produce a video for the Council, the company must ensure they create a version of the video optimised for use on YouTube so it can be easily uploaded by the Information Provision Team.
Also subtitles and captions need to be costed in at the outset to maintain maximum accessibility of all content. See mini-checklist for videos for more information.
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6. PART TWO: EMPLOYEES’ BUSINESS USE OF SOCIAL MEDIA
6.1 General principles
These principles apply to online interactions and set out the standards of behaviour expected of employees of the Council. Staff must participate in the same way as they would with other media or public fora such as giving presentations.
Be professional - remember that you are an ambassador for your organisation. Wherever possible, disclose your position as a representative of your directorate, department or team.
Be responsible, be honest at all times and share learning with others where appropriate.
Be credible, be accurate, fair, and thorough.
Always remember that participation online results in your comments being permanently available and open to being republished in other media.
Never give out personal details like home address and phone numbers.
Also be aware that you may attract media interest in you as an individual, so proceed with care whether you are participating in a business or a personal capacity. If you have any doubts, take advice from your line manager.
Stay within the legal framework and be aware that libel, defamation, copyright and data protection laws apply.
Also be aware that you may attract media interest in you as an individual, so proceed with care whether you are participating in a business or a personal capacity. If you have any doubts, take advice from your line manager.
Stay within the legal framework and be aware that libel, defamation, copyright and data protection laws apply.
6.2 Protocols for all employees’ business use of social media
As an employee, you must take the following into consideration when using social media:
Know and follow Leicestershire County Council’s Employee Code of Conduct.
Understand your responsibilities identified in this Social Media Protocols.
Directly relevant to your day job. Your social media activities at work must support you directly in your employed position. Any social media activities that relate to your personal life, or are being done in a personal capacity, should be done in your personal time outside of work.
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Leicestershire County Council employees are personally responsible for the content they publish on blogs, wikis or any other form of user-generated media. Be mindful that what you publish will be public for a long time—protect your privacy.
Identify yourself—name and, when relevant, role at LCC — when you discuss Leicestershire County Council or council-related matters. You must make it clear that you are speaking for yourself and not on behalf of LCC. It is always best to write in the first person.
Respect copyright, fair use and financial disclosure laws.
Ask and seek permission to publish or report on conversations that are meant to be private or internal to Leicstershire County Council. Don’t cite or reference customers, partners or suppliers without their approval. When you do make a reference, where possible link back to the source.
Respect your audience. Don’t use ethnic slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in the workplace. You should also show proper consideration for others’ privacy and for topics that may be considered objectionable or inflammatory—such as politics and religion.
Be aware of your association with Leicestershire County Council in online spaces. If you identify yourself as a Leicestershire County Council employee, ensure your profile and related content is consistent with how you wish to present yourself to colleagues and customers.
Don’t pick fights, be the first to correct your own mistakes, and don’t alter previous posts without indicating that you have done so.
Try to add value. Provide worthwhile information and perspective. Leicestershire County Council’s brand is best represented by its people and what you publish may reflect on the council’s reputation.
In addition:
Employees should not log on to the corporate social media accounts directly from a non-work location. If there is a valid business reason to log on from a non-work location, employees should access the corporate social media accounts through Citrix.
Employees should always adhere to the Council’s E-communication Usage Policy, when using corporate social media network.
The Information Assurance team reserves the rights to investigate any corporate social media security incidents and misuse.
Please note: failure to comply with the above guidelines may result in disciplinary action.
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7. PART THREE – HR POLICY ON PERSONAL USE OF SOCIAL MEDIA SITES
7.1 Purpose The primary purpose of the HR Policy and Procedure is to clarify to employees on how they should conduct themselves when using all forms of social media sites for personal use, whether it be during or outside of working hours. If followed, it will help employees to minimise the risk they may unintentionally place themselves and service users in when they choose to write about their work. This in turn will avoid situations where their integrity could be undermined, the Council is bought into disrepute and professional relationships with colleagues and services users are compromised.
Additionally, adhering to the policy reduces the risk of employees inadvertently contravening sections of the Data Protection Act.
Please see Personal Use of Social Sites Policy and Procedure on CIS for details of the policy.
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8. APPENDICES: CHECKLISTS & FORM
8.1 Platform Checklists
Below are blank Platform Checklists for the main types of social media channel. The completed Checklists should be used to develop the mini Business Case. If you have any queries regarding completion of the Checklists, please contact the Online Business Partner, Maria Archer Taylor.
The corporate wide social media Information Security Risk assessment should be reviewed for every social media request and a revised risk assessment completed, if necessary.
A Website Unblock Form may also need to be completed – see Section 8.9 below.
8.2 Discussion Forum Checklist
Name of the forum
Channel Sponsor
Channel Owner
Channel Facilitator(s)
Purpose of the forum
What is your preferred forum platform? Why is this?
Reasons for staff to use the forum (ie consider from their perspective what the ‘pay back’ is for the time invested)
How will you use the discussion forum? Examples include: general discussion and debate research sharing of information and experiences small group collaboration take decisions (using polls)
Is this an existing community? If so give some details (history, purpose, number of members, frequency and nature of communications)
If not a closed community, how will you market/promote the forum?
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How long will the forum run for?
Will the forum discussions be public or private (members only)?
What are the rules for membership (open to all, private/invite only?)
What are the rules for moderation (all posts to be moderated before publication)?
Can members start new discussions?
Can members end discussions?
Will you allow anonymous postings?
Any other requirements - wiki, shared documents/knowledge, blog area for example?
What will be the measure of success? (include any baseline measures used for measurement)
All forums to provide the following (to be made available within the forum itself): Description of the forum – ie purpose, etc. Clear guidance notes for Facilitators Clear guidance notes for Users
8.3 Social Networking Checklist (Facebook)
Name of page/group
Page or group?
Channel Sponsor
Channel Owner
Channel Facilitator
Purpose of the page/group
How often will it be updated?
Approval process for adding content
Risks and mitigation
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How will you promote your page/group?
Policy on banning fans/group members
Content to be used
Profile information
Branding
How long will the presence be maintained? Measure of success
8.4 Blogging Checklist
Name of the blog account
Web address / url
Choice of platform and why (include accessibility considerations)
Channel Sponsor
Channel Owner
Channel Facilitator(s)
Purpose of the blog
What is your preferred blog platform? Why is this?
What will the blog be used for?
How often will you blog?
Clearance procedure
How will success be measured?
List any third party tools you will use, alongside purpose and frequency of use
Risks and mitigation
How will you market/promote the blog?
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Policy on comments (moderated or not)?
Profile
Branding / profile picture
How long will the blog run for?
8.5 Micro-blogging (Twitter) Checklist
Name of the Twitter account
Twitter url
Channel Sponsor
Channel Owner
Channel Facilitator(s)
Purpose of the Twitter account
What will the Twitter feed be used for?
How often will you tweet?
Clearance procedure
How will success be measured?
List any third party tools you will use, alongside purpose and frequency of use
Risks and mitigation
How will you market/promote the Twitter feed?
Policy on following and followers
RSS feeds to be used
Branding / Avatars
How long will the Twitter feed run for?
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8.6 Photo-sharing checklist (Flickr)
Name of collection/group: Channel Sponsor Channel Owner Channel Facilitators: Purpose of the collection/group: Sets within the collection (plus gallery ideas) Measure of success: Type of content expected: Clearance procedure: Promotion: Policy on group members: Who can we invite? Risks and mitigation:
Duration of relevance: How long will the collection be relevant for?
8.7 Video-sharing checklist (YouTube)
Name of the video-sharing account (channel title)
Video-sharing platform url
Channel tags (used to help people find content)
Channel Sponsor
Channel Owner
Channel Facilitator(s)
Password policy
Email address for registration
Purpose of the Video-sharing account
What types of video will be uploaded to the Video-sharing channel?
Video sources
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Clearance procedure
How will success be measured?
List any third party tools you will use, alongside purpose and frequency of use
Risks and mitigation
How will you market/promote the Video- sharing channel?
Policy on friends
Policy on comments
Accessibility
Branding / Avatars
Modules to display
Profile text
Activity to display
How long will the Video-sharing account run for?
8.8 Mini-checklist for video content
Copyright - ensure we have proper copyright / consent to use. NB this applies to soundtracks too.
Credits - agree the proper credits and description to be used online (eg director, actors, sponsors etc.)
Video file format – note the following are accepted by Video-sharing:
o Windows Media Video (.WMV) o .3GP (cell phones) o .AVI (windows) o .MOV (mac) o .MP4 (ipod/psp) o .MPEG o .FLV (adobe flash) o .MKV (h.264)
MPEG4 video with MP3 audio is recommended for best results. If these file formats not available then extra costs may be incurred converting the video.
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Video File name – use plain English do not stick with the default.
Title – full video name with creator is best.
Description – make this keyword rich so people can find when searching – ensuring copyright and credit are properly acknowledged.
Tags – use individual keywords – not long phrases. Use words already in the title, description and file name so long as relevant.
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Page 26 of 30 Leicestershire County Council
8.9 Website Unblock Form
Page 27 of 30 Name of user that requires access
Department Leicestershire County Council Date requested
Contact details
Name of blocked website (URL / Web address)
Business case for justification and duration of access
Date sent to Information Security Team
Technology Delivery Group
Website Category and Technical Risks/Issues:
Controls and Approvals
Marval Request Number InfoSec Specialist Assigned to the request
Agreed Controls
Decision and Steps taken to unblock website
Approvals (Attach emails or write down the date and time of approval email)
Approval by Chief Officer of the User
Approval from Head of ICT
If the unblock was temporary;
Re-block date
Steps taken to achieve re-block
Page 28 of 30
Any additional notes Leicestershire County Council
Page 29 of 30 Leicestershire County Council Status: FINAL
8.10 Website Unblock Process
Page 30 of 30