The Oregon Public Records Law requires that government agencies preserve public records regardless of physical form, including electronic records. It also applies this requirement to every public office, officer, official, and institution.
(4)(a) Public record includes any writing that contains information relating to the conduct of the publics business, including but not limited to court records, mortgages, and deed records, prepared, owned, used or retained by a public body regardless of physical form or characteristics.
(5) State agency means any state officer, department, board, commission or court created by the Constitution or statutes of this state but does not include the Legislative Assembly or its members, committees, officers or employees insofar as they are exempt under section 9, Article IV of the Oregon Constitution.
(6) Writing means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings. [1973 c.794 §2; 1989 c.377 §1; 1993 c.787 §4; 2001 c.237 §1; 2005 c.659 §4]
The Oregon Secretary of State, State Archives division offers online trainings that interpret the 2011 changes to Oregon Public Records Law and their impact on social media records in Oregon. These changes were intended “to create a definition that can deal with a technology such as social media and any new technologies that are developed down the road.”
In addition, the State E-governance Board states, “like other forms of communication, social media posts are public records. That means they require you to retain them. They are also covered by the First Amendment to the U.S. Constitution and the Oregon Constitution. Agencies that use social media must understand that they will need to retain content and decide whether to moderate comments that appear on their sites.”
The City of Portland offers a great example of a comprehensive social media policy that explicitly identifies social media content as a public record and provides guidance as to retention. The policy states “bureaus must assume that content posted or received using any Social Media technology is a public record and manage it accordingly.
Record Retention Requirements for Social Media Content
Each Bureau must maintain and preserve records in compliance with the Oregon Public Records laws, ORS 192.410. et seq. Under public records law, the City is required to maintain records for the period provided in the retention schedule for that type of record. Bureaus have records retention schedules for their records. Those engaged in Social Media activities must be familiar with their Bureau’s record retention schedules and preserve records in accordance with those schedules. (Retention Schedules). The public records law applies whether the Site is hosted by the City or a third party.
If you would like to speak with one of the cities, counties, or agencies in Oregon that are currently using ArchiveSocial to meet Oregon’s Public Records Act requirements, please contact the Sales Team and we’ll put you in touch.