Smith-Cruz describes RecordPoint and social media archiving tools

Doris has initiated the city's engagement with the electronic records governance tool, RecordPoint.

RecordPoint enables agencies to categorize electronic records in accordance with their existing retention schedules and is being implemented across all agencies.

To date, 31 agencies, including the Office of the Mayor, uses the system, which manages more than 215 million records.

This tool empowers agencies to enforce retention and disposal to their mapped data repositories, properly managing records across their lifecycle.

This tool, however, only maps to government-supplied tools where substantive records are held.

This is because we as a field have a ways to go before these types of tools are manageable across all types of digital platforms.

Our policies aim to keep up to date with the 2026 modern day use of various digital tools and platforms.

To that end, we must also consider

that all digital platforms serve different purposes.

For example, transitory messages in a messaging platform, they operate at a very different speed than a social media post, which is by default considered a publication

and has a policy of archival permanence.

I didn't bring a copy of our social media policy, but our social media policy states, quote, social media records have a permanent retention and are required to be transferred to the municipal library, end quote.

The social media policy was last updated in 2021.

However, Local Law 41 in 2025 expanded the requirement to maintain a publicly accessible and searchable online database that contains all publicly viewable content and metadata shared by a government official's social media account.

We work with OTI to contract with a third-party vendor an archival tool called Civic Plus or Archive Social.

Civic Plus functioned to capture agency archival information.

Doris is now able to automate and facilitate this process, supporting the onboarding work of connecting the social media accounts of officials and agencies.

Civic Plus is currently capable of archiving the following platforms.

Facebook, X, Instagram, LinkedIn, TikTok, YouTube, Vimeo, Nextdoor, Pinterest, Flickr.

They are aware of the city's interest in Blue Sky, Reddit, and WhatsApp, but cannot provide an estimate of when those platforms might be added.

If a platform

is eventually added, Civic Plus would be able to go back to the start of the account and retroactively harvest all of the content.