According to data from a prominent market research firm, smartphones and tablets are used by anywhere between 75 to 100% of the public sector workforce in the US.
As both local and federal government employees increase their reliance on mobile communication, it has become more important than ever to securely capture and archive their text messages, emails, phone calls, and chats via instant messengers.
Failing to do so can leave federal agencies vulnerable to data breaches and unprepared to face Freedom of Information Act (FOIA) requests, congressional inquiries, and other legal proceedings.
Mitigating data management challenges with an archiving solution for government agencies
Federal agencies of all sizes require a specialized archiving solution that allows them to manage the risk and uncover the full value of the electronic communication between employees.
TeleMessage is a cloud-based archiver for federal agencies that is custom-built to capture, archive, search, and retrieve employee communication for litigation preparedness, FOIA requests, and records preservation in compliance with the federal government’s complex cloud security requirements.
With such a solution for communication compliance at your disposal, federal agencies can reap the following benefits:
Capture communication data across all channels
Federal agencies have to comply with a whole host of regulations, including the Freedom of Information Act (FOIA), State Sunshine Laws, the Federal Records Act, Federal Rules of Civil Procedure (FRCP), NARA archiving requirements, Open Records Law, etc. As a result, federal agencies have to capture and retain data from multiple communication channels, such as email, mobile text & call, and instant messenger.
TeleMessage can make this seemingly massive undertaking a straightforward process; it can capture content in the native format and retain it with the original conversational context.
Notably, employee communication, including texts, phone calls, emails, social media messages, and conversations on instant messengers, including WhatsApp, Telegram, and Signal sent from employer-issued, BYOD, and CYOD devices all end up properly indexed and stored in an easily searchable manner.
The indexing is done along with the metadata of the text messages and other means of employee communication. Due to the indexing of the metadata of the conversations, it becomes quite simple to categorize the messages. When federal agencies want to refer to the conversation, they can have all the relevant information, like the author, category of the record, size of the file, time & date of the conversation, etc.
Notably, the solution can capture the information directly from all widely-used mobile carriers, such as Verizon and AT&T.
All in one archive
Even though loads of data from dozens of communication channels are being archived, federal agencies employing TeleMessage no longer have to search multiple servers for copies of employee communication.
Human resource teams, attorneys, record-keepers, etc., can retrieve all of the agency’s communication data from a secure, unified archive for meeting e-discovery, internal investigation, or public record request needs without wasting much time.
Powerful search functionality
Government agencies need to be prepared at any time to retrieve employee communication records. TeleMessage empowers agencies to access the records they need quickly by performing granular searches that can filter out conversations based on keywords, author, date, department, etc.
As the communication is captured in its native format by TeleMessage, companies can present the information to the regulators in the original context.
There is also the option of detecting certain phrases/ keywords and raising alerts for the sake of reviewing and escalating the conversation in question. Owing to this functionality, various departments in the federal agency can have an easy time staying compliant and making the best use of employee communication data. For instance, the HR team can retrieve content from the centralized system pertaining to employee misconduct and other internal investigations. Similarly, record managers can save a lot of time by having the information they need for regulatory compliance and public records requests at their fingertips. Aside from that, attorneys of federal agencies can get the information they need for litigation and e-discovery purposes without breaking a sweat.
On-demand exporting & reporting capabilities
When a record request comes in, federal agencies have to be fully prepared for maximum transparency in a short amount of time. For ensuring maximum data integrity and privacy, TeleMessage also provides you with the option of retrieving only the relevant messages from a conversation on demand using granular searches.
The extracted data can be packaged in a variety of formats depending on the requirements. Your agency’s legal team can redact sensitive information that is exempted under laws, such as the FOIA. This ability to redact information goes a long way in guaranteeing the safety of the federal agency’s data,
A few situations where this functionality will come in handy are as follows:
· Information that could compromise national security
· Information that could interfere with law enforcement proceedings
· Information that could compromise the identity of a confidential source used by law enforcement agencies
· Privileged communication within/ between agencies
· Information that could lead to a person being denied a fair trial
· Information that could invade another individual’s privacy
· Information concerning the supervision of financial institutions
In addition to efficiently exporting the information, the TeleMessage archiver can provide detailed analytics into employee communication. Federal agencies can use the reports to identify how productive employees are, whether internal communication policies have been violated, etc.
Securely dispose of business communication
Text messages, social media communication, chats on instant messengers, and voice recordings that no longer need to be stored for regulatory purposes or internal audits need to be disposed of securely. TeleMessage can help you expunge communication data in bulk when you no longer need it, which means your records are all up to date, and potentially harmful, outdated information is removed from the system.
Conclusion
Federal agencies archiving require a dedicated archiving system that allows them to safely retain, process, and retrieve text messages, voice calls, social media communication, emails, and instant messenger chats whenever regulatory authorities require it.
TeleMessage is a comprehensive solution that has been put through the rigorous FedRAMP assessment making it a highly secure and reliable archiving solution for federal agencies of all sizes to meet e-discovery and public records requirements.
The cloud-based mobile, email and instant messenger archiver can retain your employee communication with full context and allow you to perform granular searches to satisfy a multitude of regulatory requirements.
Overall, TeleMessage is a comprehensive solution for federal agencies to securely capture and retrieve data sent across all devices, networks, and mobile carriers.To learn more about how the solution can help your federal agency, reach us for a consultation.
About TeleMessage
TeleMessage captures and retains mobile content, including mobile SMS messages, voice calls, WhatsApp, and WeChat conversations from corporate or BYOD mobile phones to ensure compliance with various data protection regulations. The messages are securely and reliably retained within TeleMessage servers or forwarded to your choice of archiving data storage vendor.
Our mobile archiving products securely record content from mobile carriers and mobile devices for various ownership models (BYOD, CYOD, and employer-issued). With our multiple archiving solutions, you can always find the right tools or blend for your requirements:
- Network Archiver
- Enterprise Number Archiver
- Android Archiver
- WhatsApp Archiver
- WeChat Archiver
- Signal Archiver
- Telegram Archiver
TeleMessage offers cross-carrier and international mobile text & call archiving for corporate and BYOD phones. Visit our website at www.telemessage.com to learn more about our mobile archiving products.
