Social media recordkeeping for councillors
Social media is a great way for councils and councillors to communicate quickly and informally with the community. It lets councillors share information, publicise achievements, campaign for elections, and engage with constituents beyond traditional methods.
What is social media?
Social media refers to online platforms and apps that allow users to create, share, and collaborate on content.
Examples include:
- social networking sites: Facebook, LinkedIn
- media sharing sites: Instagram, YouTube, SoundCloud, Vimeo, TikTok
- microblogging and activity streams: X (formally Twitter), Yammer
- online surveys: SurveyMonkey, Google Drive
- instant messaging: SMS, Messenger, WhatsApp.
Councillors and social media
While councillors manage their own social media accounts, they may still need to follow the policies and guidelines set by their council and the Office of Local Government (OLG).
Councillors should follow these policies, especially when using social media in their official capacity.
If their accounts are used for personal reasons only, they may not need to follow these rules.
Social media posts are State records
Any social media content created, shared, or received by a councillor that is related to their work as a councillor is considered a State record. However, social media content about personal matters or election campaigning is not a State record.
The State Records Act 1998defines a record as anything created or received as part of the official work of a public office.
Content with ongoing importance, known as "continuing value," must be managed and disposed of according to specific rules set out in the State Records Regulation 2024
Examples of social media content that are State records
- Private messages (DMs) about council business
- Posts sharing or commenting on official council content
- Content committing the council to a business deal or arrangement
- Content approving or authorising council actions or decisions
When reviewing social media posts, councillors should consider these questions:
- Did I use this content during council business?
- Would my successor need this information if I left?
- Could this be reviewed or audited, especially if it’s about a controversial issue?
- Am I required to act on this?
- Could this content be of interest to the wider community?
Common retention and disposal periods of social media content
Social media content kept as a State record must be retained according to the General Retention and Disposal Authority (GA39) – Local Government Records.
It is best to consult with your social media coordinator/council records officer for further advice.
Some common retention periods for social media:
Councillor social media examples
Knowing when to capture social media content as a record can appear complicated. Below are a few social media scenarios councillors may encounter and advise on what to do:
| Scenario | What to do? |
| Shared a link or a post (originally created by the council’s Facebook page) of a recent improvement to a local park. | Retain in social media platform. The original post created by the council’s Facebook page will be retained as a State record. See GA39, 2.11.2 (retain until withdrawn, superseded or reference use ceases, then destroy). |
| Responded to a complaint by redirecting them to the complainant to the appropriate area of council. The response may be via a social media post or direct message. | Retain in social media platform until administrative or reference use ceases. See GA39, 6.5.2. |
| Created a post with an update of the recent council meeting including a link to the council minutes. The post includes comments on how you voted and voiced the opinions of the community at the meeting. | There is no need to keep a record of your post – as the council meeting minutes will be created and managed by the council. Council meeting minutes are also required as State archives. |
Received direct messages via X (formerly Twitter), or a comment via Facebook. A constituent has asked you to personally investigate a development application. You respond to the constituent’s message and refer them to the appropriate council web address. | Retain in social media platform until administrative or reference use ceases. See GA39, 6.5.2. |
| Shared an Instagram post of you and your dog on a morning walk via your official councillor Instagram account. | It is private and does not need to be retained as a State record. |
| Announce on Facebook that you are stepping down as a councillor. | This is a State record. Contact the records officer at council to ensure the necessary recordkeeping requirements are met. Some of the content found in your social media account may need to be retained as a record. Continue to retain social media accounts - as this will allow for accessible reference use; or if required for litigation reasons. |
| A user/follower has not adhered to the House Rules displayed on the social media platform. The user/follower has constantly been trolling the site and intimidating other members of the public with inappropriate content. | Make a file note of conversations, content, and if any content is to be removed from the site. Contact the council’s social media coordinator and records officer for further advice. |
| Received an SMS from a constituent regarding a request for you to take action on official council matters. The text has been sent to your private number. | Create a record. Any correspondence received or sent related to council administration or business will need to be forwarded to your official councillor account. The texts can be screenshot or copied into an email. It can then be submitted into the council’s records management system. |
Capturing social media content for recordkeeping
Social media content changes quickly and can easily be reused by others. To ensure accurate recordkeeping, it’s important to capture the original post and submit it to the council’s records management system or another approved system. Check with the council’s records officer for guidance on best practices.
Different ways to capture social media content depend on what needs to be recorded, how frequently it’s posted, and why it needs to be captured. For example, a weekly Facebook post may need a different method than a month-long WhatsApp conversation.
Options for capturing social media:
At regular intervals
Councillors may choose to capture all social media content on a weekly, fortnightly, or monthly basis. This can be done in 2 ways:
- Export/download from the platform: Most platforms have an option to export content. Choose the data range, content type (posts and messages.), and download it in a suitable format like CSV, Excel, or HTML. Save the file locally and upload it to the council’s records management system.
- Use third-party software: Tools like Hootsuite or other social media management apps can help archive content. They allow you to download and save social media posts, messages, and reports. Once downloaded, save the content and upload it to the council’s system.
Ad hoc (as needed)
Conversely, councillors who use social media for official purposes on a less frequent basis may prefer to capture content as needed. There are 2 ways to do that:
- Screenshots: Take a screenshot of the relevant post or comment, ensuring the author, date, and timestamp are visible. If on a mobile or tablet, email the screenshot to your councillor account and then submit it to the council’s records management system. If on a PC, use tools like print screen or snipping tool to capture the content and submit it.
- Create a file note: Write a file note summarizing the communications. Include important details like the author of the social media content, date, and subject. Attach supporting documentation, if needed. Submit the note and any attachments to the council’s records management records system.
Within the platform
In many cases, social media content can be kept in its original platform during a councillor’s term of office. However, posts that need to be retained for more than 5 years should be captured and submitted to the council’s records and information management team.
Content that needs to be kept for a shorter time (less than 5 years), or is generated after a councillor’s term, can be left in the social media platform without deleting the account, keeping it publicly accessible. Be aware that this should be a risk-based decision and council’s social media policy should be consulted for guidance on potential risks.
Removing social media content
If social media content is to be removed, refer to the council’s social media policy. Ensure that the date, who is responsible for deletion and the reason for removal is provided.