Social media policies

Book cover images taken from Amazon.com

Social Media Policy Working Parties should consider including the following five (5) key points to guide employees’ responsible use of Web 2.0 tools for official, professional or personal use whilst on the organisation’s computer network:

1.   Privacy - statutory and regulatory responsibilities and requirements
Include a confidentiality section that clearly states what types of information can/can’t be shared online. The disclosure of sensitive, private and confidential information may be deemed a violation of law and must be carefully monitored. Appropriate behaviour includes respecting the privacy of co-workers; asking permission before posting any content owned by others.

2.   Online content creators and moderators should present themselves as authentic, transparent and honest.
When posting work related content, creators and moderators should use their real name, the organisation they work for, and clearly outline their professional role. In some cases, the inclusion of a disclaimer (of warranties) around personal views is useful when posting in a professional capacity (not official) to delineate personally held views (even from a professional perspective) from those of the organisation’s.

3.   Rights protection.
Content creators and moderators must understand the legalities around ownership and rights issues. Original works of authorship are protected under the Copyright Act (1968) in Australia. Permission to share existing content should be sought from the copyright owner and attribution given when material is used. Decisions around licensing any newly created content should be based on the levels of control or openness required for the material and by the organisation. If using open licenses such as Creative Commons, TERN, etc., include information about the licensing framework.

4.   Post accurate information. Content creators should be encouraged to write about what they know. Referring  to others where the topic is outside their area of expertise, or advise the user they will investigate and get back to them. Researching the topic thoroughly to gain all the facts and provide supporting sources with links ensures accuracy of the information being posted and helps build community too. When an error has been made, quick corrections are required, without seeming to hide the mistake.

5.   Add value.
When using social media for work purposes provide information that is relevant to the user, adding to their understanding within an organisational context. Don’t post for the sake of it.

Additionally, provide some guiding principles and indications around what standards are expected. A policy written in plain English will also be far more useful to employees.


Arendt, A.M. (2009). Social media tools and the policies associated with them. Best Practices in Policy Management Conference. Utah Valley University. Retrieved from http://works.bepress.com/anne_arendt/7

City of Hampton. (2009). Social media policy. Retrieved from https://82d7ee1c-a-62cb3a1a-s-sites.googlegroups.com/site/munigov20/good-reading-and-resources/hampton_vasocial_media_policy09-002.pdf

Falls, J. (February 3, 2010). What every company should know about social media policy [Web log post]. Retrieved from http://www.socialmediaexplorer.com/social-media-marketing/what-every-company-should-know-about-social-media-policy/

Kroski, E. (January 10, 2009). Should your library have a social media policy? [Web log post]. Retrieved from http://www.schoollibraryjournal.com/article/CA6699104.html

Lauby, S. (February 6, 2009) 10 Must-haves for your social media policy [Web log post]. Mashable. Retrieved from http://mashable.com/2009/06/02/social-media-policy-musts/