| Using third party sites or software and copyright / intellectual property rights |
Using third party sites or software and copyright / intellectual property rights Some third party sites or software include terms and conditions that require the user to assign irrevocable content rights and assume personal liability of the user related to information submitted. Intellectual property of the organisation placed on such a site may become the property of the site due to the terms and conditions accepted by the user. |
Encourage users to read and be aware of the terms and conditions of use of all third party sites and software. It may be necessary to update policies and procedures to reflect issues of intellectual property and copyright when using third party sites. |
| Ownership |
Who owns the content when the system has been open to people outside the organisation or the system is not hosted by the organisation? |
Be sure to have all policies and procedures related to the use of web 2.0 tools updated to reflect that the use of such tools for work implies ownership by the organisation where appropriate. |
| Personal vs. professional |
The success of web 2.0 is in part due to the informal nature of communication it incorporates. Web 2.0 is increasingly being used for professional and personal reasons and the line between work and the personal can blur with a single application combining the two. |
As there is no business or recordkeeping requirement to save someone’s social emails, there is also no reason to save social interactions from web 2.0 applications used within your organisation. Be sure that staff understand the purpose of each application and use them responsibly. All collaborative tools should be used for business purposes. It may be acceptable to announce and plan work-related social events such as a picnic day via collaborative tools; however such use should be outlined in the code of conduct and other corporate policies. |
| Frequency of change |
Using web 2.0 tools means that many sites and systems may change rapidly, many times a day. |
Ensure an analysis of the purpose of the application has been completed with set times to capture. For the more high risk records, it may be necessary to have all changes recorded into an EDRMS using a technology ‘bridge’. |
| Continuity and reuse |
Web 2.0 encourages users to control and contribute content as well as reuse it. One implication of this is that content from collaborative tools such as a wiki or a blog used for one project may suddenly disappear and show up in another project. With the ease of moving entire websites and transforming them into something else, how is it possible to retain a record? |
Each of the contexts in which the information is used presents a different set of recordkeeping requirements. The organisation should determine what records will be kept of the business conducted using each tool. |
| Resources for capture and retention |
Who will have the responsibility of ensuring records are created. Where will the records be stored? What requirements are there in regards to digital recordkeeping systems. How long will resources need to be kept and where? |
Recordkeeping requirements for business conducted using web 2.0 technologies should be integrated into organisational policy and procedures, including responsibilities for creation, capture and management of the records. Within your organisation recordkeeping systems need to be in place to accept digital records in accordance with the Standard on digital recordkeeping.
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