Use of Social Media Policy Purpose: Social Media is a source of information for the benefit of the individual, and serves as a platform to collaborate, interact and exchange knowledge with different stakeholders. This policy aims to promote the benefits of Social Media use whilst outlining a set of principles indicating the appropriate use of social media within MITA (Agency) so as to minimise risks to the Agency’s reputation and to its confidential or proprietary information. Such risks can jeopardise the Agency’s compliance and legal obligations.
Scope: This is applicable to all Individuals acting on behalf of the Agency or implying / associating the Agency directly or indirectly in any Social Media activity.
Principles : 0.1
Use Social Media appropriately
1.
Any context implied in other Agency policies, Code of Ethics and Conduct (Agency / Government) and GMICT policies, also applies to Social Media Use. Use of Social Media platforms is allowed during office hours as long as it is authorized and does not compromise or negatively impact the individual’s productivity.
2.
0.2
Respect Information Sensitivity – Share information carefully Publication of any data owned by, stored by, and exchanged by the Agency on any social media platform shall be commensurate with its security classification.
0.3
Protect Your reputation and that of the Agency
1.
Since an Individual making use of Social Media may be associated with the Agency directly or indirectly, the individual should ensure that any activity carried out does not bring the Agency into disrepute and is inline with any clauses referred to in the Agency / Government Code of Ethics and Conduct.
0.4
Identify yourself and be responsible
1.
Any Social Media engagement on behalf of the Agency, should only be made if the individual is an ‘Authorised Individual’.
2.
If an Individual encounters any activity that falls within the boundaries of those listed below, the Individual is obliged to bring such activity to the attention of the Social Media, PR and Communications Unit on communicatons.mita@gov.mt : i. Groups, accounts or any other online presence referring to / representing the Agency that are not listed as Official Social Media Platforms. ii.
3.
Any activity which goes against the principles of this Policy.
Any ‘Authorised Individuals’ should identify themselves as such in any form of Social Media engagement.
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Use of Social Media Policy
4.
‘Authorised Individuals’ shall be approved by the Executive Chairman.
0.5
Think before you engage
1.
Individuals are responsible for their online activity.
2.
Individuals should presume at all times that what they publish on social media platforms cannot be unpublished.
3.
The Agency shall consider any activity as ‘Published Content’ even if such activity has been removed /deleted.
4.
If the activity is considered to be breaching any Agency / Government policy or direction, the Agency reserves the right to ask any individual to undo any activity that refers to the Agency.
0.6
Respect the Law
1.
Any applicable laws shall be respected, including but not limited to Data Protection and Copyright Laws.
2.
All online submissions shall respect others’ privacy, shall not be defamatory and shall not constitute a conflict of interest.
0.7
Earn respect - Be Honest and Transparent
1.
Any content directly or indirectly related to Agency published in error should be acknowledged immediately and brought to the attention of the Social Media, PR and Communications Unit.
0.8
Use MITA’s Official Social Platforms diligently
1.
No individual has the authority to create/manage Social Media platforms portraying the Agency’s identity unless explicitly authorised by the Executive Chairman.
2.
MITA’s Official Social Media Platforms shall be used according to this Policy and other Terms of Use of the specific platform including any additional statements deemed necessary.
3.
The official Social Media Platforms managed by the Agency are highlighted within the Agency’s portal (www.mita.gov.mt).
1.
Definitions:
Social Media - a broad term used to encapsulate various online platforms including but not limited to blogs, wikis, social networking sites, collaborative sites, forums etc. Individual: MITA employees (full-timers, part timers, students and seconded in staff) and Contractors.
2.
Responsibility:
The Agency’s Human Resources function has the overall responsibility for the effective operation and administration of this policy. Management is to ensure that all staff understands the implications of this policy. Any breaches of this policy are to be reported to the Human Resources function. Any activity that may potentially constitute a security risk shall be reported to the Social Media, PR and Communications Unit and to the Information Security function of the Agency.
3.
Breach of Policy
Breach of this policy may result in disciplinary action according to the Progressive Discipline Policy. File Name: Author: Page:
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Modification History Version
Date
Author
Comments
Draft 0.1
30/07/2014
Draft version for internal review
1.0
01/09/2014
Social Media PR and Communications Social Media PR and Communications
Effective Date:
5.
Use of Social Media Policy
01/09/2014
Final release
Applicability:
Refer to Scope of this Policy
Authorisation
Name: Position:
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Issuing Authority
Approval Authority
Signature and Date:
Signature and Date:
Sean Schembri Social Media Manager
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Name: Position:
Tony Sultana Executive Chairman