Staying on top of records management and compliance requirements can be challenging as technology and regulations continue to evolve. Below are two important updates from OhioERC to help you stay organized and informed:
1. NEW OhioERC Online Training Module – File Naming Conventions.
In an era of digital overload, individuals and organizations are generating thousands of documents, images and datasets every day. Without a clear system in place, finding the right file can quickly turn into a frustrating and time-consuming task.
A file naming convention provides a standardized framework that can help bring structure and consistency to your digital environment. To support this effort, OhioERC has developed a short, practical online training module designed to help you take control of your electronic files. The module walks you through templates, strategies and best practices you can start using immediately.
Access the module here: https://app.screencast.com/D1kPDDy4eM4ma.
2. DOJ extends web accessibility compliance deadlines.
The U.S. Department of Justice has issued an interim rule extending the compliance deadlines for ADA website and mobile app accessibility requirements for state and local governments. Jurisdictions with populations of 50,000 or more now have until April 26, 2027, while smaller jurisdictions have until April 26, 2028 to comply. The interim rule appears in the Federal Register and is effective April 20, 2026.
As a reminder, OhioERC has previously covered the ADA Title II Web and Mobile Application Accessibility Rule (see here and here). Other than extending the compliance deadlines, the interim rule does not alter any other provisions of the 2024 final rule.
Records Management
Updated Publication Available from OhioERC
We are pleased to announce that the Ohio Electronic Records Committee (OhioERC) has updated one of our publications developed for elected officials and professional staff responsible for managing electronic records in Ohio’s public agencies.
GUIDELINES FOR ELECTRONIC RECORDS MANAGEMENT was designed to provide guidance to users and managers of computer systems in Ohio government about:
▪ the problems associated with managing electronic records, including special record-keeping and accountability concerns that arise in the context of electronic government
▪ archival strategies for the identification, management and preservation of
electronic records with enduring value,
▪ identification and appropriate disposition of electronic records with short
term value, and
▪ improving access to state government records.
These guidelines are intended to assist Ohio government agencies meet record keeping
requirements pursuant to the Ohio Public Records Act. The updated guidelines can be found HERE
COMING SOON: Update to PLAN FOR SOCIAL MEDIA ENGAGEMENT
Social Media and Live Broadcast Video Records
Facebook announced an update regarding their Live Video storage policy three weeks ago. Beginning on February 19th, any new live broadcasts can be replayed, downloaded or shared from Facebook Pages or profiles for 30 days. After 30 days, these live broadcasts will automatically be removed from Facebook. Any archived live videos older than 30 days will be removed from Facebook after 90 days. Before the deletion of these videos, Facebook will notify you via email and through the Facebook app informing you that you will have 90 days to download or transfer your live broadcast videos.
To ensure that these live video broadcasts are preserved, you will have the opportunity to download the live broadcast videos to your device, transfer them to your cloud storage, or convert them to a new reel. Facebook provides directions on the various ways to do these procedures. Updating Our Facebook Live Video Storage Policy | Meta
According to this announcement, Meta is making these changes to align with their storage policies with industry standards and to help ensure that Meta is providing the most up-to-date live video experiences for all on Facebook.
This is a concern for several reasons:
1. Social media companies control how long these potential records will be available in a social media platform.
2. Potential government agencies that use Facebook Live video broadcasts (especially during the pandemic) could lose records of the office unless they start downloading the videos now. This could result in more electronic records needing to be stored on government servers, which will increase storage space/cost money to preserve.
If you are an entity that uses Facebook live video broadcasts and has a social media archiving software program, i.e., – ArchiveSocial, research if these live broadcasts are being captured and preserved permanently. If you do not have an archiving social media software program that preserves these records, begin a plan on how your entity will start preserving these records incrementally.