Nowadays, the majority of individuals use social media. Social media is now essential to corporate communication and customer service. Social media provides many benefits, but it also has some risks, including security, privacy, and compliance.
Most administrators are accustomed to storing and archiving common data, such as files and databases, but social media archives call for a quite different strategy.
First, a third-party hosts and manages the platforms. Second, the information, including likes, follows, and other attributesneed, must be downloaded from the third party and saved locally.
Social media archiving solution is a difficult task. Basic information like author name and content may be stored quite easily, but to maintain compliance, the archive must also contain other attributes like likes, followers, and replies.
It is difficult to effectively archive social media content because of the latter.
You must keep a copy of each social media post’s author’s post and any supplementary data. Data must be gathered from several sources, which adds to the complexity of the process.
You need a procedure to extract data from each social media account (such as Facebook, Instagram, Twitter, LinkedIn, and Reddit) and store it locally or in the cloud.
The need of properly storing social media data has increased as more firms have a more robust online presence.
A post or other types of communication on a social media site could be the subject of an inquiry that could end in a lawsuit. The organization can have a backup of content that can be utilized in complaints by archiving social media data.
Where Can I Find Archived Social Media Content?
Many websites include search functionality to find posts, but these tools are not intended for use by organizations that must comply with regulations; instead, they are intended for the general public.
As an illustration, the UK has a national archive with a social media search function. The general public can use this search to conduct keyword searches across Flickr, Twitter, and YouTube.
You’ll find several hits if you search the archive for a word like “Microsoft.” Keep in mind that the results offer fundamental details without any commentary or context.
When it comes into play during an investigation, the context in complaint-based archival social media is crucial. Basic search capabilities are insufficient to guarantee that an organization’s data is accessible and appropriately archived.
The easiest approach for your company to stay in compliance and keep backups of any important data is to start your own social media archive.
How does it work?
Any investigator can determine context by looking at a snapshot of the data taken by a decent social archive.
A “write once read many” (WORM) system is a crucial compliance aspect, despite the significance of context. Data cannot be modified or replaced once a WORM system has made a snapshot.
Assume, for instance, that you have a PDF file that contains a screenshot of a social networking post. To ensure that the archiving system remains compliant, the PDF should be kept in a form that prevents modifications.
No users, not even administrators, should be able to alter the file. The same post may be captured again, but it must be in a different file.
The archive system of the company must include search capabilities. The archives for posts should be searchable by administrators, legal representatives, and any other allowed users using keywords, filters, dates, and platforms.
Users should be able to quickly go through each post in the search results so they can read them all.
You can archive statically or dynamically. Static PDF versions preserve links and comments inside the document and include a screenshot of a social media post.
Additionally, archives can be kept in a dynamic system that provides specific search capabilities, allowing an organization’s legal team to find information and all connected postings with only one search.