OCIO Directive on Instant Messaging. Presented by: Lori Collins Information Management Branch February 21, 2012

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1 OCIO Directive on Instant Messaging Presented by: Lori Collins Information Management Branch February 21, 2012

2 Overview Instant Messages Directive on Instant Messaging Resources Questions/Discussion

3 Instant Messages Instant messaging is a form of real-time, direct communication between two or more parties using personal computers or other devices Examples of instant messaging include: Pin-to-Pin messaging allows private text exchanges between Blackberry devices. A PIN is a unique Blackberry address code similar to a tracking or phone number that is used to transmit messages to other PIN numbers Blackberry Messenger (BBM) is a proprietary Instant Messenger application included on BlackBerry devices and only possible between two BlackBerry devices SMS Text Messaging is the text communication service component of phone, web or mobile communication systems, using standardized communications protocols that allow the exchange of short text messages between fixed line or mobile phone devices

4 Instant Messages Instant messages tend to brief one or two lines and conversational in nature. These factors reduce the ability of an instant message to be a complete and reliable record of business activity Transitory Records is defined as: a government record of temporary usefulness in any format or medium having no ongoing value beyond an immediate and minor transaction or the preparation of a subsequent record. Instant messages can be used to facilitate the flow of business. For example: I m on my way to the meeting I will be out for the afternoon This is a GREAT IM Community Session!

5 Directive on Instant Messaging OCIO is authorized to issues Directives under the Information Management and Protection Policy (TBM ) Compliance with the Instant Messaging Directive is mandatory for all government employees Instant messages are transitory records as defined in the Management of Information Act, are therefore not required to be retained and should be deleted on a regular basis Transitory records, including instant messages, are discoverable in the event of legal, audit, or Access to Information and Protection of Privacy Act requests

6 Directive on Instant Messaging OCIO does not record, retain or back-up Pin-to-Pin, SMS or Blackberry Messenger Messages It is the responsibility of individuals using instant messaging technology to delete instant messages stored on their devices Most devices (e.g., Blackberries) have significant memory Users are advised that regular deletion of instant messages is considered to be best practice Messages will be stored on devices for varying periods of time dependent upon how the device is configured Messages may be automatically deleted after a pre-set time period or they may simply begin to be automatically deleted when the storage capacity of the device is full OCIO can provide advice about how to determine which of these options applies in individual cases

7 Directive on Instant Messaging In the event that an instant message communication Individuals are advised to transfer instant message content reflective of government business to an appropriate format for management as a government record (e.g., forward a Pin to Pin or BBM message to your ; which is retained and backed-up by OCIO) Individuals are advised to contact the OCIO IT Service Desk if they have questions: The configuration of their technology of mobile device How to delete messages How to transfer instant messages to a supported format

8 Resources Instant Messaging Directive FYI on Instant Messaging FAQ on Instant Messaging Contact for information related to the Instant Messaging Directive Contact the OCIO IT Service Desk HELP (4357) or for information related to technology including how to delete instant messages or transfer instant messages to an alternative format

9 Questions? Lori Collins