This is a guest post by Pinchas Levinson, TeleMessage Digital Marketing Manager and a seasoned professional in the fields of secure and mass messaging and text message archiving.
Today’s modern business environment cannot be described without the smartphones and other mobile devices.
In fact, Osterman Research data shows that about one-third of the typical information personnel day is spent working on a mobile device. Much of this includes sending or receiving text messages and other communications.
28% of employees use a company-issued smartphone and 36% use a personal smartphone for work-related tasks and processes.
With smartphones, chat apps, and texting becoming an integral aspect of the modern workplace, it is of extreme importance that a business can trace and monitor all text-based communication taking place within its premises. Yet still, many organizations are still uninformed of the benefits of archiving their corporate mobile messages and having a text message archiving strategy in place.
Many entrepreneurs and professionals from various sectors are still unaware of the importance of mobile text message archiving. There are, however, negative outcomes that can happen when they have no archiving system in place. Failing to do so will not only result in reduced employee productivity and higher cost on IT processes, but also significant financial damages resulting from litigation costs and non-compliance.
To better understand this topic, here are the key takeaways from the infographic below from TeleMessage:
Why Text Message Archiving Should Be a Priority for Your Business?
1. Regulatory Compliance.
Several industries, such as the healthcare and organizations that serve the US federal government have rules and regulations. That requires organizations to hold and produce documents containing sensitive information. Such documents include financial statements, emails, employee records, and communications with customers including text messages and chats.
Here are some key regulations and organizations that require retention of data:
- Financial Services: The Securities and Exchange Commission (SEC), Financial Industry Regulatory Authority (FINRA), PATRIOT Act, and Gramm-Leach Bliley Act (GLBA).
- Healthcare: The Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- Contractors to the US Federal Government: Federal Acquisitions Regulations (FAR).
- State and Local Governments/Public Sector Agencies: The Freedom of Information Act (FOIA).
- Publicly Traded Organizations: Sarbanes-Oxley (SOX)
2. Supporting Court Case and eDiscovery.
Whether as a plaintiff, as a defendant, or as an interested third-party, your company can rely on archived information such as text messages, in case you need to pursue a legal action or defend yourself in one. The requirements of Federal Rules of Civil Procedure also state that an organization has the obligation to search and produce electronic content, including text messages.
When your company has diligently kept all work-related text messages by your employees, you will be able to place a hold on data immediately when requested by court, regulator or on the advice of legal counsel.
It will also allow you to suspend deletion policies and practices, and retain the data for as long as needed.
3. End-User Self-Service.
Text message archiving allows employees to access messages containing work-related information without the need to access them on a live server or store them in the device’s storage. Ultimately, it results in higher productivity for your employees and IT personnel, and more efficient backup and restoration process.
4. Retention of Corporate Memory.
Having a mobile text archiving system in your business gives you the ability to retain the relevant information needed to build your organization’s history. As technology changes, ensuring that your communication data will remain secure and retrievable years from now is critically important.
Check out the infographic below to learn more.