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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
IM
IM
WEB
MOBILE
IM
WEB
MOBILE
SOCIAL
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
IM
IM
WEB
MOBILE
IM
WEB
MOBILE
SOCIAL
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
