FOIA and Sunshine Text Archiving – Ways Public Sector Use Enterprise Mobile Archiving Tools

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Amidst the increasing mobile archiving compliance challenges facing the public sector, more and more affected agencies and institutions are leveraging the power of mobile messaging to serve their constituents better.

Thanks to enterprise-grade solutions designed to capture and record text messages, voice calls, WhatsApp messages, and other mobile channels, federal, state, and local government units and institutions are now able to reach the people faster and more efficiently – all the while meeting the record retention requirements of FOIA and state Sunshine Laws.

But beyond compliance, in our customer-centric and fast-paced society, these new-found capabilities are expected to deliver an enhanced user experience. Now that people rely on newer communication platforms in their daily lives, mobile archiving tools present an opportunity for all components of the public sector to demonstrate their value and to increase the transparency of their services.

Using Text Messaging and WhatsApp to Broadcast Important Updates

Both texts messaging and WhatsApp are highly effective in distributing mission-critical messages to the public. Government agencies that can retain messages on these platforms can confidently use them in scaling their communication efforts, especially during time-bound situations such as evacuation, relief, or response-to-armed-attack disasters.

Meanwhile, the public can be assured that all the broadcast messages they receive can be requested through FOIA or Sunshine Laws, just in case they believe those platforms were being used in ways that do not meet their best interest.

Combining Mobile and Offline For Holistic Touchpoint

Forward-thinking government organizations also combine their mobile channels with their offline efforts to provide all-around touch points for their constituents. For instance, public schools offer campus publication subscription through use of compliant text messaging and WhatsApp channels, as well as through school events, and on their social media accounts.

Through effective monitoring of these digital platforms, government organizations can also identify potential opportunities for higher civic engagement, and even address issues forwarded to them through mobile channels on real-world platforms such as printed publication or general assembly.

Harassment Reporting Through WhatsApp

 WhatsApp is a real-time chat platform that enables users to send messages and pictures securely over an encrypted channel. Police departments can take advantage of this solution to empower their citizens with the capability to report harassment as it happens.

In some parts of the world, police personnel are encouraging women commuters to join an official WhatsApp Group Chat where they can share pictures and videos of harassment case they encounter while commuting. With a WhatsApp archiving solution, police departments that are also under FOIA laws can follow the same suit without the risk of non-compliance.

Group Messaging for Better Engagement

In order for government organizations to sustain high civic engagement, they must be able to segment their recipients according to issues relevant to the citizen or based on the location of their recipients, while also respecting their data privacy. To do that, these organizations use mobile messaging platforms such as WhatsApp, which has group messaging features proven to increase engagement.

For instance, through a WhatsApp archiving app, city administrators can send weekly reminders about garbage pick-up to residents, segmented by location. Instead of spending significant money on printed materials, these compliant messaging tools allow government organizations to improve the efficiency of their outreach efforts.

With TeleMessage, public agencies and institutions in the U.S. can effectively leverage modern mobile messaging channels while staying compliant with FOIA and Sunshine text archiving and mobile recording requirements. The TeleMessage Mobile Archiver is an enterprise messaging app that effectively addresses compliance, regulatory, eDiscovery response requirements and reduces risk across the public sector.

TeleMessage captures and records mobile content, including SMS, MMS, voice calls, and WhatsApp Chats from corporate or BYOD mobile phones. Messages are securely and reliably retained within TeleMessage servers or forwarded to an archiving data storage vendor of your choice.

Our mobile archiving products securely capture content from mobile carriers and mobile devices for a variety of ownership models (BYOD, CYOD, and employer-issued). With our multiple archiving solutions, you can always find the right tools or blend for your requirements:

TeleMessage offers cross-carrier and international mobile text & calls archiving for corporate and BYOD phones. Contact us today to learn more about our mobile archiving products.

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