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Social Networks and Their Impact on Records and Information Management

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Text Preview SOCIAL NETWORKS AND THEIR IMPACT ON RECORDS AND INFORMATION MANAGEMENT Helen Streck President/CEO Kaizen InfoSource LLC

Date: January 25, 2011 Project Underwritten by: ARMA International Educational Foundation Endowment Fund

€ARMA International Educational Foundation 1609 Terrie Drive Pittsburg, PA 15241 USA armaedfoundation.org Social Networks and their Impact on Records and Information Management A Research Paper by Helen Streck For ARMA International Educational Foundation

Copyright 2011 ARMA International Educational Foundation

ARMA INTERNATIONAL EDUCATIONAL FOUNDATION SOCIAL NETWORKS AND THEIR IMPACT ON RECORDS AND INFORMATION MANAGEMENT

TABLE OF CONTENTS

Section 1.

Introduction

Page 1

Section 2.

Overview and Background of Social Networks

Page 3

Section 3.

Issues Influenced by the Generation Gap

Page 5

Section 4.

Areas of Impact to Records and Information Management

Page 8

Section 5.

Legal Considerations Arising with Social Networks

Page 13

Section 6.

Conclusion

Page 15

Epilogue

Page 16

About the Author

Page 17

ii | P a g e

Copyright 2011 ARMA International Educational Foundation

ARMA INTERNATIONAL EDUCATIONAL FOUNDATION SOCIAL NETWORKS AND THEIR IMPACT ON RECORDS AND INFORMATION MANAGEMENT

SECTION 1. INTRODUCTION Social Networks are used by hundreds of millions of people around the world. Social Networks’1 impact on Records and Information Management (RIM) begins with clearly defining what we mean by a Social Network. For the purposes of this paper, a Social Network is defined as an internet-based service that allows individuals to (1) construct a public or semi-public profile within a bounded system, (2) articulate a list of other users with whom they share a connection, and (3) view and traverse their list of connections and those made by others within the system. The nature and nomenclature of these connections may vary from site to site.2 The widespread use or popularity has no bearing on the definition, but as you will see later in this paper, the popularity has an impact on the RIM profession. The goals of this research paper are two-fold: 1) to provide the reader with the information collected and reviewed by the researcher, and 2) to begin, in earnest, the discussion by records and information professionals about what they can, will, and cannot do with the records and information created on, distributed by or displayed on Social Networks. SCOPE There are many questions and discussions occurring today about Social Networks. This paper is not meant to be exhaustive of the possible questions or issues surrounding Social Networks, but rather to focus on the following topic areas:     Provide an overview of Social Networks, Identify the real—or perceived—issues that exist due to the generation gap, Identify specific characteristics that impact the RIM profession or professional, and List some of the legal considerations perceived to be emerging issues from using Social Networks.

RESEARCH METHODOLOGY Research was conducted over a 15-month period, from April 2009 through July 2010, to gain an understanding of what Social Networks are and how people and organizations use them. The methodologies employed for gathering data included: 1

For purposes of this paper, Social Networks is the same as Social Media. Boyd, D. M., & Ellison, N. B. (2007). Social network sites: Definition, history, and scholarship. Journal of Computer-Mediated Communication, 13(1), article 11.

2

1|P a ge

Copyright 2011 ARMA International Educational Foundation

ARMA INTERNATIONAL EDUCATIONAL FOUNDATION SOCIAL NETWORKS AND THEIR IMPACT ON RECORDS AND INFORMATION MANAGEMENT

Survey. A survey was sent to over 1,000 RIM, IT, and legal professionals across the United States. Respondents to the survey represented a variety of industries including: government, non-profit, energy, legal, manufacturing, media, retail, technology, and... Show More

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