Back-
Ombudsman probes management of records on Government websites and social media accounts
The Ombudsman of Hong Kong, Ms Winnie Chiu, on 24 October 2023 announced the launch of a direct investigation into the management of records on Government websites and social media accounts.
With the advancement of information technology, the Internet and social media are playing greater and considerably more important roles in enhancing public administration. Currently, GovHK provides web links to main websites of more than 80 government bureaux and departments. To cater for specific official business or operational needs, the Government also launches thematic websites from time to time. Moreover, around 70% of government bureaux and departments have created accounts on social media platforms such as Weibo, Facebook, YouTube and Instagram. Under the Government’s prevailing records management policy, any recorded information in any physical format or medium created or received by a bureau/department during its course of official business and kept as evidence of policies, decisions, procedures, functions, activities and transactions should be captured and properly maintained in the recordkeeping system of the bureau/department. The existing requirements for managing traditional records (such as printed and email records) equally apply to the records on government websites and social media accounts.
A preliminary inquiry by the Office of the Ombudsman reveals that, in comparison with the long-standing practice of managing traditional records, the Government Records Service (GRS) launched two pilot projects of archiving government websites in 2018 and 2022 and conducted a preliminary study of social media archiving in 2021. Relevant work is still at its initial stage. Meanwhile, complaints received by the Office in recent years show that information made available to the public via government websites or social media at different points in time may continue to be a source of concern or discontent despite amendments or removal of such information with the passage of time or due to specific considerations. Where information keeps changing rapidly, when and how bureaux/departments update their websites or social media accounts could become crucial information or evidence of their responses to enquiries or complaints. Hence, proper preservation of records is of paramount importance. The Office has also noticed that development in records management of government websites and social media accounts in other regions has reached different levels.
To access the full article, kindly click here.
Source: The Office of the Ombudsman of Hong Kong
