Social Media Corporate Policy

Nervous about opening up the social media wave to your company?

A great solution is to develop a corporate social media policy for your company.

This video explain the needs for & benefits of having a corporate policy in place, before allowing employees to use Social Media for your company: http://www.commoncraft.com/social-media-workplace-video

For your convenience, here is a template social media corporate policy you can use and customize for your business:

(Company Name) Social Media Policy Date:

1.0 Policy Statement Social media may be used by (Client Name) employees for business-related purposes subject to the restrictions set forth in this policy. These restrictions are intended to ensure compliance with legal and regulatory restrictions and privacy and confidentiality agreements. Social media includes items such as blogs, podcasts, discussion forums, and social networks.

2.0 Purpose The purpose of this policy is to provide (Client Name) employees with requirements for participation in social media, including (Client Name)-hosted social media, and in non-(Client Name) social media in which the employee’s (Client Name) affiliation is known, identified, or presumed.

3.0 Scope/Coverage This policy applies to (Client Name) and their subsidiaries

4.0 Definitions

4.1 Blog – Short for “Web log,” a site that allows an individual or group of individuals to share a running log of events and personal insights with online audiences.

4.2 Electronic Media – Non-computing devices, e.g., floppy diskettes, flash memory drives, CDs DVDs, tapes, hard disks, internal memory, and any other interchangeable, reusable, and/or portable electronic storage media (1) on which electronic information is stored, or (2) which are used to move data among computing systems/devices.

4.3 (Client Name) Information – Information in any form or media that is created by or on behalf of (Client Name) in the course and scope of its business, regardless of whether that information is maintained or stored by (Client Name) and others on (Client Name’s) behalf. Examples of (Client Name) information include, but are not limited to, company records, personnel records, financial information, company competitive information, (Client Name)-developed intellectual property, and business e-mail messages.

4.4 Podcast – A collection of digital media files distributed over the Internet, often using syndication feeds, for playback on portable media players and personal computers.

4.5 RSS feeds or Syndication feeds – A family of different formats used to publish updated content such as blog entries, news headlines or podcasts and “feed” this information to subscribers via e-mail or by an RSS reader. This enables users to keep up with their favorite Web sites in an automated manner that’s easier than checking them manually (known colloquially as “really simple syndication”).

4.6 Social media – Includes but are not limited to blogs, podcasts, discussion forums, on-line collaborative information and publishing systems that are accessible to internal and external audiences (i.e., Wikis), RSS feeds, video sharing, and social networks like MySpace and Facebook.

4.7 Wiki – allows users to create, edit, and link Web pages easily; often used to create collaborative Web sites (called “Wikis”) and to power community Web sites.

5.0 Provisions (Company Name)-Hosted Sites

5.1 Using Social Media- Employees are expected to adhere to (Client Name) compliance requirements and the (Client Name) Principles of Responsibility when using or participating in social media. All the rules that apply to other (Client Name) communications apply here, specifically: respecting members, clients, customers and one another; protecting confidentiality, privacy and security; and safeguarding and proper use of (Client Name) assets.

5.2 Be Respectful- Employees may not post any material that is obscene, defamatory, profane, libelous, threatening, harassing, abusive, hateful, or embarrassing to another person or entity when posting to (Client Name)-hosted sites.

5.3 (Client Name)-Hosted Blogs- (Client Name)-hosted blogs must focus on subjects related to the organization.

5.4 Abide by the law and respect copyright laws- Employees may not post content or conduct any activity that fails to conform to any and all applicable state and federal laws. For (Client Name) and our employees’ protection, it is critical that everyone abide by the copyright laws by ensuring that they have permission to use or reproduce any copyrighted text, photos, graphics, video or other material owned by others.

5.5 Obtain pre-approval before setting up (Client Name)-hosted sites- Employees must seek approval from their supervisor before setting up a (Client Name)-hosted blog or other social media site. Non-(Client Name) Hosted Sites

5.6 Proprietary Information- Employees may not disclose any confidential or proprietary information of or about (Client Name’s), its affiliates, vendors, or suppliers, including but not limited to business and financial information, represent that they are communicating the views of (Client Name’s), or do anything that might reasonably create the impression that they are communicating on behalf of or as a representative of (Client Name).

5.7 Company Confidentiality- Employees may not use or disclose any company identifiable information of any kind on any social media without the express written permission of the company. Even if an individual is not identified by name within the information you wish to use or disclose, if there is a reasonable basis to believe that the person could still be identified from that information, then its use or disclosure could constitute a violation of the (Client Name) policy.

5.8 Self-Hosted Sites- Employees must not say or suggest that the views and opinions they express related to (Client Name) and its products represent the official views of (Client Name). Requirements Applicable to Both (Client Name) and Non-(Client Name) Hosted Sites

5.9 Policy application- This policy applies to employees using social media while at work. It also applies to the use of social media when away from work, when the employee’s (Client Name) affiliation is identified, known, or presumed. It does not apply to content that is non- company related or is otherwise unrelated to (Client Name).