Board ofCommissioners Agenda Item Transmittal Form Policy Transmittal Form  Type of Request: Social Media Policy to be reviewed for vote County Clerk Use Only  Policy #:  Submission Information Contact Name: Melisa Mims Department: Public Relations  iInformation  Summary of Request: The Rockdale County Public Relations Department would like for the new internal and external social media policies be reviewed by the Board at the September 10th BOC meeting and  prepared for a vote.  Department Director /Elected Official  Chief ofs Staff Signature  Signature  Ihave reviewed the: attached, and itis approved as tos substance. Thave reviewed thea attached, and iti is approved for processing.  seneE Date: dlafa4  Signature:  Date:  County Attorney Signature  Director of Legislative Attairs/County Clerk Ihave reviewed the attached, andi iti isa approved for processing.  Signature  IH have reviewed the attached, andi itisa approved as to form.  Signature:  Date:  Signature:  Date:  Notes and Comments:  304-4n3    Policy #:  INTERNAL POLICY FOR GOVERNING ROCKDALE COUNTY SOCIAL MEDIA To enhance the overall communication of news and ongoing events within Rockdale County with our citizens and other stakeholders who may utilize social media, Rockdale County has developed and maintains County specific social media accounts which are designed to facilitate the timely and accurate distribution of public information relative to our work and mission. We rely on our own free speech rights to communicate our selected messages. Rockdale County is committed to full compliance oft the Freedom of Speech clause oft the First Amendment oft the U.S. Constitution and other similar legal obligations surrounding free speech. Ina accordance with the law, we recognize that there may be times when what some may perceive as offensive comments posted by members of the public will remain visible on our social media posts, if such comments are classified as legally protected speech. Rockdale County strives to ensure accuracy and consistency ofi information associated with our social media sites. The terms and conditions contained herein establish general guidelines supporting the use of social media on official Rockdale County: social media sites. This policy applies to all Rockdale County employees and leaders in Rockdale County Departments who are responsible for maintaining official Rockdale County Social Media sites. This policy does not apply to elected officials. If you have questions regarding this policy, please immediately contact the Rockdale County Public Relations Director or their designated  1. Purpose  2. SCOPE  representative for assistance.  3. Definitions  1. "Social media" means digital content created by Rockdale County, and communicated on platforms that allow sharing, commenting, and engagement with the public. Examples of social media accounts Rockdale County may use include Facebook, Twitter, Instagram, 2. Comments" refers to any digital content, information, links, images, videos, or any other form of communicative content posted in reply or response to a social media account post 3. "User" means a member oft the public who directly views or directly interacts with one or  YouTube, and LinkedIn.  posted by Rockdale County on one of our social media sites.  more of our social media accounts.  4. Policy  4.1 Rockdale County supports the use of social media to communicate directly withi the public, stakeholders, partners, and the media about Rockdale County matters of publici interest. 4.2Official Rockdale County use of social media is intended to broaden the reach of  communication and engagement with the community.    4.3 All official Rockdale County social media use will bet treated as a public communications tool  and willl be used to:  4.3.1 Enhance and encourage external communications. 4.3.3 increase government transparency and efficiency. 4.3.4 Engage the publici in community dialogue. promote their programs, events, and: services.  4.3.2 Educate the publicn regarding Rockdale County services, programs, meetings, and  events.  4.3.5 Respond to inquiries regarding Rockdale County services and government. 4.3.6 Share posts from Rockdale County Departments social media sites to further 43.7Communicate. withthepublicduringineincementweaheemeergendesyandman. 4.3.8E Expand public interactivity and participation through online services and resources.  made disasters; and  5. SITE CREATION AND ADMINISTRATION  5.1 Coordination with the Public Relations Department  5.1.1 Requests for the creation ofa all Rockdale County Departmental social media sites representing Rockdale County will be: submitted in writing by the requesting Department Head/Director with a detailed explanation of the submitting Department's justification and need to Rockdale County's Public Relations Department. No new social media sites or accounts will be 5.1.2 Departments authorized to use official Rockdale County social media sites will provide account access tot the Director and/or designated Public Relations Department staff at least thirty (30) days prior to the public launch of all official Rockdale County social media sites. 5.1.3 Social media accounts developed and maintained on behalf of Rockdale County willi include an accurate listing of the representative department's designated Rockdale County e-mail 5.1.4Social media accounts developed and maintained on behalf of Rockdale County will not customize filters set by the platform without prior consultation and approval from Rockdale County's Public Relations Director and Rockdale County's Attorney to ensure adherence to all laws associated with protected. speech (e.g., filters that mayi inadvertently negatively filtering out  created or authorized without prior approval from Public Relations.  address.  protected speech.) 5.2 Role of Social Media Administrators  5.2.1 Each Rockdale County Department that has been approved and authorized to maintaina Rockdale County social media presence will designate no less than 1, but no more than 2 employees to serve as their Rockdale County Social Media Administrators with the primary responsibiity of proactively and effectively managing that specific Department's social media site. Each designated. Social Media Administrator will attend periodic training scheduled and coordinated by Rockdale County's Public Relations Department. Ifa department's: social media administrator is leaving or not longer acting in that  capacity the department should notify Public Relations of changes.    5.2.2 The duties and responsibilities of the Rockdale County Social Media Administrator include serving as the! lead contact for an account, developing the engagement framework for posting information and responding to comments, adhering to policies, and ensuring the social media site is regularly updated. Rockdale County's Public Relations Department will maintain a list of current approved and authorized Rockdale County social media accounts depicting the designated department contact's information (e.g., name, office extension, Rockdale County email address, etc.). 5.2.3The Rockdale County Social Media Administrators must immediately notiy/lnform/contact their Rockdale County Department Head of any and all security breaches; and the Rockdale County Department Head mustimmediately notify both Rockdale County's Public Relations Department and  Rockdale CountysTechnology Services oft the alleged breach.  5.3 Role of Public Relations Department  5.3.1 Rockdale County's Public Relations Department will provide and approve the umbrella framework designed to support all of Rockdale County's social media presence. As such, Rockdale  County's Public Relations Department will:  1. Serve as a silent administrator of all Rockdale County social media accounts. 2. Coordinate Rockdale County communication and publicnotification during County-wide 3.Provide feedback and continuous training for Rockdale County Social Site Administrators, 4. Prepare and disseminate new guidelines in accordance with changes to social media  emergencies.  Rockdale County staff, and Leadership as needed; and  platforms.  6. SOCIAL MEDIA ADMINISTRATOR GUIDELINES FOR POSTING SOCIAL MEDIA CONTENT  6.1 What to Post:  6.1.1 Official Rockdale County Social Media Sites must provide clear, accurate communication in  accordance with best practices for posting updates.  6.1.2 Communication principles will incorporate information that is:  1. Relevant to Rockdale County Government: Information that informs and educates the  public, and pertains to their dailyl lives.  2. Timely: Information about deadlines or upcoming or current events. 3. Actionable: Information designed to support the public's ability to timely register,  attend, go, or do activities within Rockdale County.  6.2 What Not to Post:  6.2.1 Information about matters in litigation or about potential legal claims. 6.2.2 The intellectual property of others without written permission.    6.2.3Defamatory material.  6.2.4 Personal, sensitive, or confidential information of any kind;  6.2.5M Medical information that violates a person's Health Insurance Portability and  Accountability (HIPPA) protections;  6.2.60bscene, pornographic or other illegal materials; 6.2.8 Sexual comments about, or directed to, anyone. SARAIGmPPINeN comments. 6.2.10 Threatening or harassing comments. 6.2.11 Other information thati is not public in nature.  6.2.7 Racist, sexist, and other disparaging language about a group of people.  7. COMMENTS FROM THE PUBLIC ON OFFICIAL ROCKDALE COUNTY SOCIAL MEDIA: SITES  7.1 Comments from the public are welcome on social media sites but comments should be routinely monitored during working hours to ensure they meet certain criteria. 7.2 Rockdale County created social media forums will be structured tot focus discussions ona a particular designated! interest within Rockdale County rather than creating a "public forum." 7.3 Rockdale County Social Media Administrators may remove postings based on the guidelines 7.4 Public comments will not be removed solely because a commenter expresses disagreement 7.5 All sections of Rockdale County Social Media Sites that allow/accept public comments must include al link to Rockdale County's Social Media Terms of Use Policy which is conveniently  set forth below in Section7.6.  witha Rockdale County policy or action.  located on Rockdale County's website.  7.6 Criteria for Removal of Public Comments view the following types of public comments:  Once posted, the Social Media Administrator, or his/her authorized designee, may remove from public  7.6.1 Obscene, sexual, or porographiccontent, or other illegal materials  7.6.2 Threats to any person  7.6.3Sexual comments about, or directed to, anyone.  7.6.4 Comments or content that promotes, fosters, or perpetuates discrimination based onr race, creed, color, age, religion, gender, marital status, genetics, status regarding publicassistance,  national origin, physical or intellectual disability, or sexual orientation.    7.6.5 Spam or unrelated links to other sites. 7.6.7 Comments that advocate illegal activity.  7.6.6 Comments that are unrelated to the County topic thati ist the subject of the post.  7.6.8 Comments that promote non-County services or products or promotion ofc commercial  activities.  7.6.9 Comments that infringe on copyrights or trademarks.  7.6.10 Comments that disclose personally identifiable information that may compromise an individual's financial or personal security, including socials securily.numbers.paswords.orcredit 7.6.11 Comments that contain information that may compromise the safety, security, or  card information; and  proceedings of public systems or any criminal or civil investigations.  7.7 Procedure for Removal of Public Comments  7.7.1 The Rockdale County Social Media Administrators shall be aware of and knowledgeable that some social media platforms do not allow removal of posts and/or comments. Subsequently, the Rockdale County Social Media Administrator may not have the ability to remove content that is deemed inappropriate as defined in the criteria set forth ins section 7.6. The Rockdale County Social Media Administrators may, in the exercise of their discretion, report any violation ofa a social media platform's standards, rules or guidelines to such social media entity with the intent that such entity will take appropriate and responsive action to remove the comment. Rockdale County Social Media Administrators will follow the procedures below when 7.7.2Comments that fall within the: scope of any oft the criteria set forth in Section 7.6a are subject to removal by Rockdale County Social Media Administrators. When a Rockdale County Social Media Administrator identifies ani inappropriate posted public comment that falls within the criteria set forth in section 7.6, They will proactively follow the steps below to attempt to remove the comment from public view as soon as possible provided the social media platform 7.7.3 Beforeremoving a public comment or post, the Rockdale County Social Media Administrator must immediately capture screenshots of thei inappropriate post or comment. The Rockdale County Social Media Administrator will promptly prepare a written description identifying the specific basis for the posting's removal. NOTE: Each Rockdale County Department Social Site Administrator is required to send ALL such information directly to Rockdale County's Public Relations Director for immediate storage/deposit into the Rockdale County Media files. 7.7.4The Rockdale County Attorney's Office may be consulted with questions concerning the removal of comments and the applicability of the criteria in section 7.61 to a particular comment. Departments should submit questions for the Rockdale County Attorney's Office to the Public  considering the removal ofp public comments.  allows removal of comments.  Relations Department and await a response.  7.8 Block of Banning a User    7.8.11f al Rockdale County Social Media Administrator determines that a public user has violated theset terms and conditions ont three (3) or more occasions within a twelve-month rolling period, the Rockdale County Social Media Administrator may request Public Relations to considera 7.8.2 To request al ban, the Social Media Administrator: shall email the Director and Deputy Director of Public Relations with the subject line "Social Media Ban Request" and supply the user account name and al list of violations along with the dates. All violations should have been documented and screenshots should be saved. No bans or blocks may be enacted without 783Uponrereiptofat ban request the Rockdale County- Public Relations Department Leadership will consult with the Executive Leadership team and County Attorney to determine if 7.8.4If0 County! Leadership determines al block or ban a public useri is warranted, the Rockdale County Social Administrator will be notified by Public Relations and will (a) reasonably attempt tor notify the public user; (b) describe the violation(s); and (c) explain the appeal process.  block or ban of a user.  approval.  al ban willl be enacted.  7.9 Appeals  7.9.1Ifa Rockdale County Social Media Administrator nappropriately hides or deletes a public user's comment pursuant to these terms and conditions, the public user has the right to appeal that decision by sending an email or letter to Rockdale@mgablaw.com within five (5) business 7.9.2 Upon receipt ofa an appeal, Rockdale County's Attorney will determine whether the comment ati issue contained content protected by law. If the appeal is successful, the comment may (if possible) be restored for public view, or the public user may be permitted to repost the comment. If the post/public comment is determined as not being protected by law, the public 7.9.3 Appealing a Blocking or Banning. If County Leadership determines al block or ban ofa public user is warranted, the Rockdale County Social Administrator will be notified by Public Relations and will (a) reasonably attempt to notify the public user; (b) describe the violation(s); The public user has the right to appeal that decision by sending an email or letter to [Rockdale If the appeal is successful. and the public user has not violated this policy three (3) times withina rolling 12-month period, the Rockdale County Social Site. Administrator will unblock or unban the public user from the social media account. If the appeal is not successful, the decision will stand.  days.  userwill be notified that the appeal was denied.  and (c) explain the appeal process.  County legal contact] within five (5) business days.  8.0 Posting Replies tol Public Comments    7.9.1 Al Rockdale County Social Media Administrator may, in the exercise oft their discretion, post 7.9.2 Such replies will be composed and presented int the: same professional manner that a Rockdale County employee would use when replying to an email or phone inquiry froma member of the public. Business decorum must be always maintained, and the information provided will bei factual in nature, and neither argumentative nor opinionated. 7.9.3 When posting replies to public comments, the Rockdale County Social Media Administrators will coordinate with other Rockdale County Departments when necessary to  replies to public comments.  communicate the best information. 8.1 APPLICABLE LAWS AND POLICIES  8.1 All Rockdale County Social Media sites shall adhere to applicable federal and state laws and regulations and County ordinances, policies, and standards, including, but not limited to, legal requirements governing use of copyrighted materials, retention of records, and compliance with the Georgia Open Records Act, O.C.G.A. $5 50-18-70, et seq., federal and state privacy laws. Every comment or posting posted to al Rockdale County Social Media Site is a public record and may be disseminated, reproduced, or copied by Rockdale County or any other person without any further action byt the poster or without notice by Rockdale County. The material may also be forwarded to third parties. By posting on al Rockdale County Social Media Site, you agree that  8.2 OPEN RECORDS ACT NOTIFICATION  you have no expectation of privacy in any submissions made to the: site.  Approved this Day of  Rockdale County, Georgia Board of Commissioners  By: By: By:  Oz Nesbitt, Sr., Chairman  Sherri L. Washington, Commissioner Postl Doreen Williams, Commissioner Post II  Attest: By:  Jennifer Rutledge, County Clerk Approved as to form By:  M. Qader A. Baig, County Attorney    Policy #:  EXTERNALSOCIAL MEDIA POLICY FOR ROCKDALE COUNTY  1. PURPOSE  Because many of our citizens and other stakeholders utilize social media for news and communications, Rockdale County has developed its own social media accounts, which help us informi the public about our work and mission. We rely on our own free speech rights to communicate our: selected messages. Comments left on our social media sites reflect the views Rockdale County is committed to fully complying with the freedom of speech clause oft the First Amendment oft the U.S. Constitution and other similar legal obligations surrounding free speech. Since we follow the law, there may be times when what some people perceive to be offensive comments left by members oft the public will remain visible on our social media posts, ifsuch Rockdale County has an important interest in assuring the accuracy and consistency of information associated with our social media sites. These terms and conditions establish guidelines for the public's use of Rockdale County's social media sites in a way that balances  oft the commenters, not the views of this agency.  comments are legally protected speech.  these values. 2. DEFINITIONS  1. "Social media" means digital content created by us and communicated on platforms that allow sharing, commenting, and engagement by the public. Examples of social media accounts Rockdale County may use are Facebook, Twitter, Instagram, YouTube, and Linkedin. 2. Comments" include any digital content, information, links, images, videos, or any other form of communicative content posted in reply or response to a social media account post posted by Rockdale County on one of Rockdale County's social media sites. 3. "User" means a member of the public who views or interacts with one or more of Rockdale  County'ssocial media accounts.  3. EXPECTATIONS  1. Rockdale County's current administration believes that honest, civil, and productive discussions provide the best environment for citizens and other stakeholders to understand 2. Rockdale County respectfully asks commenters to be mindful and considerate that Rockdale County's social media feeds may be viewed by minors, children, and other impressionable stakeholders. Please refrain from the use of profanity, racial, ethnic, or sexual orientation slurs, personal or religious attacks, bullying, or the communication of false or defamatory information, etc. (Please view the detailed prohibited content reflected in Section 5).  the work of their government.    4. GENERAL GUIDELINES  1. These terms and conditions herein apply to all Rockdale County social media sites. Where possible, al link to these terms and conditions will be made available as a hyperlink or posted as text 2. All social media site users should know that all social media posts, comments, and replies to those posts, as well as any direct or private messages, etc., sent to Rockdale County may be classified as 3. Rockdale County's social media accounts are not monitored 24/7; therefore, the specific use of Rockdale County's social media accounts to seek emergency services at any time should NOT be utilized. Anyone in need of emergency assistance shouldi immediately dial 9-1-1. 4. Rockdale County does not guarantee nor stipulate that County representatives will respond to comments or messages: sent on any of Rockdale County's social media accounts.  within thet framework of Rockdale County'ss social media accounts.  public records subject to applicable public records release.  5. CONTENT MODERATION  1. Limited Public Forum. Rockdale County's social media accounts are created and maintained as limited public forums under the case law pertaining to the freedom ofs speech clause oft the First Amendment to the U.S Constitution. We invite members oft the public to view and, where possible and permitted, provide comments or other engagement on our social media posts. However, please be mindful that the law permits Rockdale County tol hide and/or delete comments that are not protected speech under the First Amendment and relevant case law. Asa general rule, Rockdale County will not hide and/or delete comments solely because such  comments are critical of Rockdale County or its officials.  2. Prohibited Content. As indicated above, Rockdale County may hide or delete: a. Obscene, sexual, or pornographic content; or otheri illegal materials  b. Threats to any person  Sexual comments about, or directed at, anyone.  d. Comments or content that promotes, fosters, or perpetuates discrimination based on race, creed, color, age, religion, gender, marital status, genetics, status regarding public assistance, national origin, physical or intellectual disability, or sexual orientation. Comments that are unrelated to the County topic that is the: subject oft the post. h. Comments that promote non-County services or products or promotion of commercial Comments that disclose personallyi identifiable information that may compromise an individual's financial or personal security, including social security numbers, passwords, Comments that contain information that may compromise the safety, security, or proceedings of public systems or any criminal or civil investigations.  e. Spam or unrelated links to other sites. Comments that advocate illegal activity.  activities.  Comments that infringe on copyrights or trademarks.  orc credit card information; and    3. Retention. When: a comment containing any of the above content is posted to Rockdale County's social media account, a copy or electronic record of that content may! be retained or archived pursuant to our records retention policy, along with al brief description of the reason the specific content was deleted. Once documented, the content will be removed, where possible, from  Rockdale County's social media account.  6.APPEAL  1. IfRockdale County hides or deletes a user's comment pursuant to these terms and conditions, the user has the right to appeal that decision by sending an email or letter directly to Rockdale@mgabaw.om within five (5) business days fromi the date of the removal. 2. PaRapdmepRCaNe amymoywtidiemne whether the comment at issue contained content protected by law. If the appeal is successful, the comment may (if possible) be restored for public view, or the user may be permitted to repost the comment. Upon: a determination that the comment was not protected by law, the user will be notified that 3. Blocking or Banning a User. Ifa Rockdale County determines that a user has violated these terms and conditions on three (3) or more occasions within at twelve-month rolling period, Rockdale County may block or ban the offending user from Rockdale County's social media IfF Rockdale County blocks or bans a user, Rockdale County will (a) reasonably attempt to notify The user has the right to appeal that decision by sending an email or letter to [Rockdale County Ift the appeal is successful and the user has not violated this policy three (3) times within a rolling 12-month period, Rockdale County will unblock or unban the user from the Rockdale County's social media account. If the appeal is not successful, Rockdale County's decision will stand.  the appeal was denied.  account where the violations occurred.  the user; (b) describe the violation(s); and (c) explain the appeal process.  legal contact).  Approved this - Day of  Rockdale County, Georgia Board of Commissioners  By: By: By:  Oz Nesbitt, Sr., Chairman  SherriL. Washington, Commissioner Postl Doreen' Williams, Commissioner Post II  Attest: By:  Jennifer Rutledge, County Clerk    Approved as to form By:.  M. Qader A. Baig, County Attorney