HomeMy Public PortalAbout754.12 - Business and Financial Services - Information Technology - Social Media754.12: Social Media and External Internet Tools
1. OBJECTIVE: To provide the policy and procedures for developing applications
and providing content on external web applications and social media platforms in
order to ensure consistency with our City brand and content.
2. AUTHORITY: This procedure approved by City Council on November 5, 2012
Item A-1.
3. DIRECTION: Director of Communications and Neighborhood Relations, an
appointed position.
4. FUNCTIONS
a. Definitions
a) “Web based social network services” are external websites or services on
non-city servers. Most social network services provide a variety of ways
for users to interact, such as email and instant messaging services.
Examples of current social network services are MySpace, Facebook,
Twitter and Linkedln.
b) “External web applications” are web functions that are hosted on a web
server off the City’s network. For example, the City’s Code is provided by
a non-City website. These applications can be embedded into a City web
page or linked from a City web page. This policy focuses on those
applications that are provided for free. Current examples of these
applications are Google Maps, YouTube and Flicker.
c) “Content managers” are the individuals responsible for maintaining the
information on a site.
b. Selection of Social Media Sites
a) Given that social network sites vary in content and use, the Office of
Communications and Neighborhood Relations will review a site before a
City account is created, including:
i. Ensuring the site allows comments or posts to be turned off.
ii. Ensuring the site provides an account for the Office of
Communications and Neighborhood Relations to control content.
iii. Reviewing the concept, audience and marketing plan for the site.
b) The Office of Communications and Neighborhood Relat ions will setup the
main administration account for the site, using a City email address.
c) The Office of Communications and Neighborhood Relations may establish
City of Orlando accounts on social media sites, even if the City does not
currently plan to use them. This will reserve the name and keep another
person or organization from presenting themselves as the City of Orlando.
c. Use of Social Media Sites
a) Any social media site used for City business must be approved by the
Office of Communications and Neighborhood Relations.
b) If a social media site used by the City allows for comments to be posted
by the public and that feature cannot be turned off, the Office of
Communications and Neighborhood Relations reserves the right to edit or
remove content based on the criteria listed below. The City’s intent is not
to create a public forum, but to maintain a moderated online discussion
directly relating to topics posted by the City that is appropriate for citizens
that are over age 13 and up to read.
The following is inappropriate material:
i. Comments not topically related to the particular article being
commented upon;
ii. Profane language or content
iii. Content that promotes, fosters, or perpetuates discrimination
on the basis of race, creed, color, age, religion, gender,
marital status, status with regard to public assistance,
national origin, physical or mental disability or sexual
orientation
iv. Sexual content or links to sexual content
v. Solicitations of commerce; excluding Orlando Venues and
Enterprise Funds
vi. Conduct or encouragement of illegal activity
vii. Information that may tend to compromise the safety or
security of the public or public systems
viii. Content that violates a copyright, trademark or other legal
ownership interest of any other party
ix. Disparaging personal remarks or acrimony towards another
person
x. Campaign information from a candidate for elected office or
information related to a candidate’s personal campaign
c) Social network sites may be used to promote the City, City services, job
opportunities and events.
d) City use of social media sites will comply with City Policy & Procedures
800.5, Ethics, and 808.18, Participation in Political Campaigns.
e) All social media sites shall clearly indicate that they are maintained by the
City of Orlando and shall have City of Orlando contact information
available on the site.
f) No City employee personal email addresses should be posted on these
sites.
g) The City’s website can link to the City’s official page on a social network
site.
External Web Applications
a) The Office of Communications and Neighborhood Relations will review an
external web application based on its purpose, audience and need.
b) The Office of Communications and Neighborhood Relations will submit
external web applications to CONCEPT, Technology Management’s
review committee, to ensure it is compatible to the City’s network
environment and browsers.
c) The Office of Communications and Neighborhood Relations will create an
administrative account with a City email address.
Content
a) “Posting” in this section refers to employees posting official City business
information.
b) The Office of Communications and Neighborhood Relations may disable
functions on the site or application that are not needed or de sired.
c) The Office of Communications and Neighborhood Relations may delegate
the responsibility of reviewing content to office or department directors.
When a site is maintained by an office or department, information posted
on the site will be reviewed prior to being released, in accordance with the
department’s or office’s normal review process.
d) All information posted by the City on external sites is subject to the Florida
Public Record Law. Content managers for the site shall maintain an
archive of all information posted to the site, in the event it cannot be
retrieved from the actual site itself. City elected officials shall not engage
in online discussions concerning matters that may come before them for
City Council action. Citizen advisory board members shall not engage in
online discussions concerning matters that may come before them on their
board.
e) The Office of Communications and Neighborhood Relations will review all
applications and social media sites on a yearly basis to ensure they are
updated and, for social media sites, that information is being posted on a
regular basis.
5. FORMS:
None.
6 COMMITTEE RESPONSIBILITIES:
None.
7 REFERENCES:
This procedure adopted by City Council, November 5, 2012, Item A-1.
8. EFFECTIVE DATE: November 5, 2012