TEXTING TRENDS, POLICIES AND TECHNOLOGY...JG9 1. for those that allow texting, do you know what your...

TEXTING TRENDS,POLICIES

AND TECHNOLOGYFOR FLORIDA OPEN

RECORDS LAWS

JAY GREWE - SMARSH

WHAT WE WILL DISCUSS

Trends in public records requests and Challenges

Policies and Best Practices

Modernization with

technology

Increase in traffic volumes of business texting for 2015.*

Texts sent daily in the US alone.* Under 45’s in the U.S. own smartphones. 68% over 65

300% 6.1B 97%

Texting Trends

*AT&T market survey, Jan. 2016 *Qsample.com December 2016 *Smart Insights – Roger Allen

Government employees are increasingly using text messaging as a source of business communication

NEW MOBILE TRENDS

Source: Qsample.comDecember 2016

JG13

Slide 4

JG13 1. WHY? Fast and reliable 2. Pub Safety announcements 3. Weather announcements 4. Community awareness announcementsJay Grewe, 4/24/2018

2018 SMARSH SURVEY: HOW DO YOU COMMUNICATE?

0.00%10.00%20.00%30.00%40.00%50.00%60.00%70.00%80.00%90.00%100.00% What channels do you use for official 

business?

WHAT WE WILL DISCUSS

Trends in public records

requests and Challenges

Policies and Best Practices

Modernization with technology

CRAFT YOUR ELECTRONIC COMMUNICATION POLICY

Be clear & explicit (Policy violations) HR

Training is critical

Align archiving technology with your policy

JG9

JG10

JG11JG12

Slide 7

JG9 1. for those that allow texting, do you know what your employees are texting?Jay Grewe, 4/24/2018

JG10 2. TRAINING- train on text policies and the newst of technologies and do's and dont'sJay Grewe, 4/24/2018

JG11 Jay Grewe, 4/24/2018

JG12 3. agency issued devoces or BYODJay Grewe, 4/24/2018

SO HOW ARE YOU “CAPTURING” TEXT MESSAGES?

• Text messages are “transitory”

• End users retain messages

• Screen Shots

• Send SMS to email, then IT

• NO TEXT POLICY

JG2

JG3JG4

JG5

Slide 8

JG2 1. yes transitory but also biz. capture all and retain thats needed & redactJay Grewe, 4/24/2018

JG3 2. sure, but will John Doe provide on request if under investigation? No, they'll deleteJay Grewe, 4/24/2018

JG4 3. sure....cumbersome and they are likely to just delete (copier)Jay Grewe, 4/24/2018

JG5 4. cumbersome. likely to just deleteJay Grewe, 4/24/2018

CASE STUDIES IN WHAT NOT TO DO

Texts are public records, but will officials learn how to save them? – Charlotte Observer, BY MARK BINKERWRAL

Nevada high court rules private devices subject to open records law - By Colton Lochhead, Las Vegas Review‐Journal

Ruling: Kentucky State Police violated law in denying Courier Journal requests - Darcy Costello, Louisville Courier Journal

‘Drag this out': Texts reveal Reed administration's effort to keep public records from WSB ‐ By: Richard Belcher

49 Alabama sheriffs hide jail food funds, flout open records law – Alabama Opinion, By Kyle Whitmire

Public records violations criminal; everyone in local government should be paying close attention – April 2018 Union Recorder

WHAT WE WILL DISCUSS

Trends in public records

requests and Challenges

Policies and Best Practices

Modernization with technology

WARNING:

It is not the legal responsibility of the phone carrier to keep records of communications or help you respond to records requests.

HOW “DOES” TEXT ARCHIVING WORK?

Participating carriers‐networks Smarsh Comprehensive Archiving Platform

Text messages are automatically captured, forwarded, stored and copied via API to The 

Archiving PlatformTM

Retain, Search, Review & Produce Text Messages

Corporate Mobile Devices

API

Firewall Firewall

The ArchivingPlatformTM

Long‐term Archivingindexed and Search‐ready

JG1

Slide 12

JG1 Jay Grewe, 4/23/2018

EMAIL ARCHIVING

BYODPersonal Phone Business PhoneEMPOWERING COMPLIANT BYOD

WHAT ABOUTCONTENT OF THE FUTURE

Government employees are increasingly using social media as source of business communication

New Social Media Trends

EVOLUTION OF ARCHIVING (AND RISK)

2000 2010 2017

EMAIL CAPTURE

EMAIL CAPTURE& AD HOC SEARCH

EMAIL

IM

EMAIL

IM

WEB

MOBILE

EMAIL

IM

WEB

MOBILE

SOCIAL

EMAIL

IM

WEB

MOBILE

SOCIAL

VIDEO

FILES

VOICE / AUDIO

EMAIL ARCHIVING

CROSS-CHANNEL INFORMATION

ARCHIVING

EVOLUTION OF ARCHIVING (AND RISK)

2000 2010 2017

EMAIL CAPTURE

EMAIL CAPTURE& AD HOC SEARCH

EMAIL

IM

EMAIL

IM

WEB

MOBILE

EMAIL

IM

WEB

MOBILE

SOCIAL

EMAIL

IM

WEB

MOBILE

SOCIAL

VIDEO

FILES

VOICE / AUDIO

JG7

Slide 16

JG7 FL Sunshine Law 119 states...Jay Grewe, 4/24/2018

BE CAUTIOUS OF APPS THAT CIRCUMVENT ARCHIVING

Some apps are designed to destroy or hide encrypted messages.  These are impossible to archive and can lead to litigation, scandals, and community distrust.

JG8

Slide 17

JG8 OH! i-Messaging cannot be capturedJay Grewe, 4/24/2018

THANK YOUJay Grewe