5 key considerations webinar - smarsh.com › media › text-messages-and... · 12 the burden of...
Post on 28-Jun-2020
0 Views
Preview:
TRANSCRIPT
1
November 14, 2017
5 KEY CONSIDERATIONS: TEXT MESSAGES AND PUBLIC RECORD COMPLIANCE FOCUS ON:
MOBILECOMMUNICATIONS
2
SR. DIRECTOR, PRODUCT MARKETING& CHIEF EVANGELIST
MIKE PAGANISMARSH
PRESENTERS FOR TODAY'S WEBINAR
DIRECTOR, MOBILE PARTNER & CHANNEL SALES
MIKE BANYRASMARSH
3
WHO WE ARE& WHAT WE DO
COMPREHENSIVE Archiving Platform
Leader
• Founded in 2001 with 20,000+ customers
• Focus on regulated industries - Financial Services, Public Sector, etc.
• Recognized Leader in Gartner EIA Magic Quadrant and Forrester Wave for Archiving Technologies
ONE Archive for ALLCommunications
Content Types
• A single “search-ready” archive for all unstructured communications data
• Email, text/mobile and IM messages
• Web, social media and video/audio
• All retained in proper content-type specific context - not converted to an email format
4
WHAT ARE THE ISSUES AND DRIVERS?
• Sheer volume of electronic communications• Diversity of communication types and channels• Millennials and Gen-X factor (community AND employees)• Use of personal devices, accounts and channels• Lack of formal usage policies, gaps in retention and
inability to respond to records requests in a timely manner• Too many manual processes and activities
5
RECENT HEADLINES INVOLVING SMS COMMS
6 6
MOBILE USAGE STATS
7
MILLENNIALS AND TEXTING
7
Source: OpenMarket.com
8
2017 ALREADY WELL AHEAD OF 2016
Source: foiaproject.org
FOIACourtCasesFiled
CasesFiled
Defendants(agenciessued)
Documents CasesFiled
Defendants(agenciessued)
Documents
9
Traditional approaches are not keeping pace and don’t safely ENABLE usage benefits
Adopt restrictive polices that employees disregard
Deploy multiple point products that leave gaps
10
5 KEY CONSIDERATIONS
RespondingtoFOIArequestsCreatingeffectivecommunicationpoliciesFindingtherightdeviceownershipscenarioMobiledevicemanagementAutomateasmuchaspossible
11
THE BURDEN OF RESPONSE
The NARA Capstone Approach and Capstone General Records Schedule (GRS) clarify guidelines and timelines for electronic records retention. By the end of 2019, federal agencies must manage all permanent records in an electronic format. This approach is meant to:
• Reduce reliance on paper files• Comply with federal FOIA requirements• Increase visibility and agency transparency by providing easier access to
public records• Reduce costs of responding to records requests
12
THE BURDEN OF RESPONSE
Responding to records requests is solely the responsibility of the agency. The problem is many agencies continue to tackle the burden of retaining communications and responding to records requests by using traditional, antiquated manual processes.
Citizenmakesrequest
ClerkassignsrequesttoAdmin
Adminsubmits
requesttoIT
ITSearchesforrecords
ITlocatesandgivesrecordbacktoAdmin
AdmingivesrecordtoClerk
Clerksendsittolegalforreviewandredaction
LegalsendsitbacktoClerk
Clerkreleasesrecordtocitizen
13
5 KEY CONSIDERATIONS
RespondingtoFOIArequestsCreatingeffectivecommunicationpoliciesFindingtherightdeviceownershipscenarioMobiledevicemanagementAutomateasmuchaspossible
14
POLICY RECOMMENDATIONS
üBe clear and explicit (e.g. the following are “allowed”, all else NOT)
üTraining is CRITICAL (at regular intervals, for new hires and when there are any updates)
üUse a system that leaves an audit trail proving employees are aware
üProhibit iMessage / “over the top” apps
üKnow your state’s record laws
15
SMS RECORD RETENTION DO NOTS
üTo maintain SMS metadata don’tüUse screenshots of phoneüForward texts to emailüRely on wireless carriers (3-5 days)üExport messages to an excel file
New Jersey Supreme Court Holds that Public Records Metadata Are Themselves Public RecordsNov 6, 2017
16
PROBLEM: APPS THAT CIRCUMVENT ARCHIVINGSome apps are designed to destroy or hide encrypted messages. These are impossible to archive and can lead to litigation, scandals, and community distrust.
17
DATA HIGHLIGHTS FROM OUR RECENT SURVEYForallowedmobiledevices,how
confidentareyouthatyouarecapturingandarchivingallwork-relatedcommunications
sentviathesedevices?
56%
18
SAMPLE RECORDS RETENTION POLICY TEMPLATE
19
5 KEY CONSIDERATIONS
RespondingtoFOIArequestsCreatingeffectivecommunicationpoliciesFindingtherightdeviceownershipscenarioMobiledevicemanagementAutomateasmuchaspossible
20
TEXT MESSAGE ARCHIVING – THE TWO MODELS
Long-term ArchivingIndexed and Search-Ready
The Archiving Platform™
BYOD with CONTAINERIZATION EMPLOYER ISSUED DEVICES with SMS texting plan
AT&T,Verizon,U.S.Cellular,etc.
NOTE:SMS Text Messageson Apple iOS devices
AutomatedCaptureü Retainü Reviewü Search ü eDiscoveryü Produce
21
5 KEY CONSIDERATIONS
RespondingtoFOIArequestsCreatingeffectivecommunicationpoliciesFindingtherightdeviceownershipscenarioMobiledevicemanagementAutomateasmuchaspossible
22
MOBILE DEVICE MANAGEMENT
üThe purpose is to manage the environment over all devicesüRemote wipeüLock devicesüGPS trackingüRestrict appsüSettings (e.g. Disable iMessage with Apple DEP)
23
5 KEY CONSIDERATIONS
RespondingtoFOIArequestsCreatingeffectivecommunicationpoliciesFindingtherightdeviceownershipscenarioMobiledevicecarriersandtheirroleinyourstrategyAutomateasmuchaspossible
24
THE BURDEN OF RESPONSE
Responding to records requests is solely the responsibility of the agency. The problem is many agencies continue to tackle the burden of retaining communications and responding to records requests by using traditional, antiquated manual processes.
Citizenmakesrequest
ClerkassignsrequesttoAdmin
Adminsubmits
requesttoIT
ITSearchesforrecords
ITlocatesandgivesrecordbacktoAdmin
AdmingivesrecordtoClerk
Clerksendsittolegalforreviewandredaction
LegalsendsitbacktoClerk
Clerkreleasesrecordtocitizen
25
• Device OS combinations• Carrier and plan combinations• Employer issued and BYOD• Automated direct carrier capture
25
KEY SOLUTION COMPONENTS
Plus...avoiding vendor/solution sprawl
26
HIRING MORE STAFF IS NOT THE SOLUTION
Citizenmakesrequest
ClerkreviewsrequestandSearchesonSmarsh
Clerksendsittolegalforreviewandredaction
LegalsendsitbacktoClerk
Clerkreleasesrecordtocitizen
27
GOVERNMENT USE CASES
ValueAdded:
HR
HR has a value added bonus. Internal employee investigations will be much easier with all employee electronic communications in a search ready state. Avoid he said she said scenarios.
28
SIMPLE SEARCH SCREEN – EASY CAPTURING, INDEXING & EXPORTING
RETAIN RESPOND
29
TYPICAL BLENDED SEARCH RESULTS EXAMPLE
30
SUMMARY/KEY TAKEAWAYS
1Restrictive and prohibitive policies are not working – your people will use text messaging (internally AND with clients)
2Which device used, network and/or account ownership does not matter for legal and regulatory compliance purposes
3Deploy a comprehensive solution that spans all devices/networks/ownership models and does NOT create silos in the process
31
WWW.SMARSH.COM/WATCH-IT-WORK/See what an automated solution for archiving, eDiscovery and records management looks like. Attend Watch it Work: Smart Archiving for Smart Government to learn how cities and counties are meeting their electronic communications retention obligations and simplifying records requests.
• In-depth,click-by-clickdemosoyoucanseeefficienteDiscoveryandpoliciesinaction
• 3real-worldscenariosshowcasingTheArchivingPlatform• Noselling– justademo
32
THANK YOU - QUESTIONS ?
PolicyTemplate– http://smar.sh/2t5WZlF
PublicSafetyGuidetoTextMessaging– http://smar.sh/2tnDUPs
2017PublicSectorTextMessageGuidetoPolicyandRetention– http://smar.sh/2o7QNFR
WEBINAR SERIES
top related