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Cities and directors shall ensure all data required to be maintained pursuant to the retention schedule for the <br />required retention period are preserved in a format maintaining the integrity of the original record and is <br />easily accessible. <br />All city social media sites shall comply with City of Elk River policies. <br /> <br />Data Practices <br />Non-public or confidential data shall not be posted per the Minnesota Government Data Practices Act. Any <br />department maintaining a social media site is responsible for responding completely and accurately to any <br />public records request on social media. <br /> <br />Violations of the Policy and Discipline <br />Employees may be disciplined in accordance with the city’s Personnel Manual for violations of this policy. <br /> <br />Social Media for Elected and Appointed Officials <br />Officials shall comply with the following guidelines when using City of Elk River social media sites: <br /> Shall not use official city social media sites for campaigning purposes. <br /> Shall not post comments or links to any content that endorses or opposes political candidates or <br />ballot propositions, including links to an elected official’s campaign site. <br /> Remove all comments posted during an election season by anyone who has filed for office. <br /> Shall be mindful of the risks of electronic communication in relation to the Minnesota Data <br />Practices Act and the Open Meeting Law; two-way communication between officials should be <br />strictly avoided. <br /> Refrain from using social media as a mechanism for conducting official city business other than <br />to informal communications. <br /> Should identify themselves as elected officials of the city if/when making a post and be honest, <br />straightforward, and respectful. <br /> Ensure efforts to be honest don’t result in sharing non-public information related to coworkers, <br />personnel data, medical information, claims or lawsuits, or other non-public or confidential <br />information. <br /> To help prevent errors and liability issues, officials are encouraged to ask the appropriate staff <br />person or department to post official city documents (i.e. an ordinance recently passed by the <br />City Council), rather than summarizing them from memory. <br /> Correct mistakes as soon as made aware of the error. Corrections should be upfront and as <br />timely as possible. When modifying an earlier post, make it clear the posting has been corrected. <br />Consider designating corrections with “Fixed link” or “Fact correction” prior to the correction. <br /> Officials who are contacted by the media on a topic of official city business should follow city <br />communications protocols. <br /> <br /> <br /> <br />6 <br />