I have been the Records Manager for the City of Sugar Land, TX for a few months and one of my first tasks is to develop an electronic records policy.  I have been going along pretty well until I hit Social Media (Facebook, Twitter, Pinterest, Instagram, etc).  A number of people have told me (while beating on their chests) that yes the data on these sites are subject to legal discovery and open records requests.  When I asked the next question (what methods/software do you use to track, classify and query this information?) I have not received a usable answer.  Mostly the answer is, "well you are not there yet as far as implementation".  Does anyone have a clearly defined process and/or software package that can ensure that content that rises to the level of a record is captured, classified and retrievable? What are the costs with doing this?

The other issue I am wrestling with is that our social media sites are monitored and we delete comments that we view as inappropriate. (We have a policy about this on our sites). My question is; can the deleted comments also be subject to legal discovery and open records requests?

Mark H. Hoover, CRM
281-275-2202
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