In today's digital-first world, social media is a critical communication tool for public agencies, law enforcement, townships, and municipalities — from the City of Columbus to the smallest village in Ohio. But with that visibility comes the responsibility of compliance, especially around public records laws.
Whether your agency is active on Facebook, X (formerly Twitter), Instagram, or YouTube, every post, comment, reply, and deletion can legally be considered a public record. Failing to retain those communications may result in non-compliance with state and federal records laws.
So what does this mean for your agency? Let's break it down.
What are social media records?
Social media records are any messages, comments, posts, or interactions made on official government-run social media accounts. These typically include:
- Public posts by the agency
- Replies and comments from the public
- Replies from the agency
- Deleted or edited posts
- Direct messages used to conduct public business
Why archiving is necessary
Under state and federal regulations — including FOIA (Freedom of Information Act), FRCP (Federal Rules of Civil Procedure), and state-specific public records laws — your agency is obligated to retain these communications.
That's why automated archiving tools like ArchiveSocial, PageFreezer, and Smarsh are commonly used to:
- Archive all content, including deleted posts
- Maintain metadata (timestamps, usernames, edits)
- Provide searchable, exportable archives
- Prepare records for public requests or legal compliance
Social media retention best practices
If you're managing digital communication on behalf of a government agency in Columbus, Franklin County, or anywhere in Central Ohio, these best practices will help keep you compliant:
- Use an automated archiving tool. Don't rely on screenshots. Use a compliant service that captures and stores social media interactions automatically.
- Define a retention policy. Determine how long to keep records — typically 2–3 years minimum, or per your state's retention schedule.
- Train staff. Make sure team members understand what content must be retained and which platforms are covered.
- Never delete without archiving. Always capture content before removing it — even spam or inappropriate posts.
- Document every account. Keep a current list of all official agency accounts and confirm each one is covered in your policy.
Quick tips for compliance
- Keep records of who manages each account
- Update your social media policy to include retention practices
- Tie accounts to a records manager — not just one employee
- Use guest accounts and admin restrictions for control and transparency
- Respond professionally on public threads — they are permanent
Free resource: Social Media Retention Checklist
We've put together a printable checklist your team can use as a training tool and reference. Save it, share it, and use it in your next compliance review.
