Online Data Archiving for Government Organizations
Websites, social media accounts, enterprise collaboration platforms, and mobile text messaging offer government agencies the benefits of extended reach, flexibility, and ease of communication—but they also place certain demands on organizations.
These modern channels are typically defined as official government communications, meaning that their content must be captured and preserved to comply with FOIA/Open Records requests. If, for instance, a records request is submitted for a social media post or online conversation, an organization has to be able to deliver this content.
This may sound simple, but a request could easily include thousands of posts, or dozens of comments that were deleted months ago, at which point a records request can suddenly become problematic and time-consuming. Pagefreezer provides a solution in the form of automated, real-time archiving of websites, social media, mobile text messages, and enterprise collaboration content.
Monitoring and Moderation of Online Conversations
With government social media pages and accounts often acting as public forums for citizen discourse, it’s not only crucial to keep an accurate record of these conversations—organizations should also be monitoring them in real-time to identify inappropriate content such as profanity, slurs, and threats of violence.
By receiving alerts as soon as inappropriate content is posted, organizations can act quickly and remove it without an employee having to actively moderate the account every moment of the day. Pagefreezer sends notifications to administrators as soon as a flagged keyword or phrase is posted in an official account.
Sentiment Analysis for Smart Alerts
Pagefreezer also offers an artificial intelligence feature that notifies users only of particularly negative comments. It can scan records to identify and classify writers’ emotions, which allows Pagefreezer to only send alert messages when the writer has a negative sentiment, and not when a comment is neutral and requires no immediate response.
A good example is COVID-19. Keyword notifications associated with this term are almost certain to return lots of comments that do not require any action. By analyzing a writer’s sentiment, it becomes much easier to filter out irrelevant content and focus only on those negative comments that need to be addressed quickly.
The Government Guidebook to Electronic Records Management for FOIA & Open Records Compliance
Looking to understand how government organizations should handle online data sources in order to comply with FOIA and Open Records regulations? This handy guidebook outlines exactly what the challenges of accurate real-time recordkeeping are, and how these can be overcome.
Pagefreezer assists government organizations in tackling the following critical challenges:
FOIA and Open Records Response
As with email, Open Records laws require government organizations to keep records of online posts and conversations and provide access to citizens upon request. Organizations should not only be archiving all this data in order to comply with recordkeeping laws, they should also be managing it in a way that makes it easy to find specific posts/comments and export them in formats like PDF and WARC.
Monitoring and Data Loss Prevention
With public-sector social media accounts often acting as public forums, organizations should be monitoring accounts to ensure that inappropriate content isn’t being shared. Organizations should also be monitoring conversations on enterprise collaboration platforms to ensure compliance with internal communication policies and prevent data loss.
eDiscovery & Litigation Readiness
Website, social media, mobile text, and enterprise collaboration content is increasingly forming part of the eDiscovery and litigation process. Because of this, public-sector organizations need to be able to capture, preserve, and eventually present this data in a defensible format that complies with legal rules of evidence.
Improve Information Governance
Ever-evolving online data sources can create endlessly-streaming records that are outdated almost as soon as they are collected. Government organizations need to take ownership of this data to improve openness and transparency—and to ensure that they capture, archive, and eventually dispose of all this information in a secure and responsible fashion.
Pagefreezer Recordkeeping Solutions
Pagefreezer allows government organizations to monitor, collect, and archive the following online data:
See how Pagefreezer can help your organization
Get in touch with us to learn more and see Pagefreezer’s solutions in action.
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