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City of Newport News Section 1410
Personnel Administrative Manual Effective January 1, 2021
B. Virginia Freedom of Information Act (FOIA) and e-discovery laws and policies apply to
electronic content and therefore all social media content must be able to be managed,
stored, and retrieved to comply with these laws.
C. All City and departmental social media sites are subject to the Library of Virginia’s (LVA)
Public Records Act. Relevant City and LVA records retention schedules apply to social
media content. Records required to be maintained pursuant to a relevant record retention
schedule shall be maintained for the required retention period in a format that preserves
the integrity of the original record and is easily accessible using the approved platforms
and tools.
D. Content deemed not suitable for posting by a City or departmental social media moderator
and removed from social media sites shall be retained pursuant to the records retention
schedule along with a description of the reason the specific content is deemed not suitable
for posting.
E. The City and its departments reserve the right to restrict or limit the subject matter of their
social media sites, and remove any content that is clearly off topic or outside of the scope
of the covered subject areas, or in violation of this policy or any applicable law. However,
comments and postings by the public which may fall outside the subject area limitations
imposed by a particular City department but which relate to other City departments, City
business or operations, should be referred to the Communications Office for appropriate
response including a referral to the correct department.
F. All City and departmental social media sites shall, where appropriate, have the City’s
posting policy permanently displayed. See Section VI. Posting Policy.
G. All social media sites shall clearly indicate they are maintained by the City and shall have
City contact information prominently displayed.
H. Employees representing the City government via social media platforms must conduct
themselves at all times as a representative of the City and in accordance with all Human
Resources administrative policies. See Section IV, Employee Guidance for Participation in Social
Media.
I. The Communications Office may monitor content on social media sites to ensure
adherence with this policy – and ensure consistent citywide messages. The
Communications Office retains the authority to remove pages or close sites if necessary.
J. Employees found in violation of this policy may be subject to disciplinary action, up to and
including termination of employment.
IV. EMPLOYEE PARTICIPATION IN SOCIAL MEDIA
Employees who are authorized to participate in City social media sites as a City employee
spokesperson shall adhere to the following:
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