Unrealistic Policies

The Scottish COVID-19 enquiry is reportedly finding that ministers deleted what are now deemed to be pertinent WhatsApp messages.

Less well reported is that they are actually required to do so under the Scottish government usage and policy document on mobile messaging apps (as at 31st October 2023).

Specifically clause 4.3: “At least monthly, after having followed the guidance in the above paragraphs, you must delete business conversations in the mobile messaging app”.

That's not the unrealistic bit though. That comes beforehand.

Clause 4.1: “at least monthly but preferably at the earliest opportunity, you must transcribe the salient points of any business discussions and/or decisions in a mobile messaging app into an email or text document using the SCOTS platform and save this to the Electronic Records and Document Management system”.

Sounds like a fun way to spend an afternoon.

Clause 4.2: "You must also consider whether aspects of a mobile messaging app conversation should be transcribed to SCOTS".

This process seems to me not only chronically inefficient, but wholly unrealistic and open to abuse. Who has the time or resources to do this? Who knows what will be relevant in the future and should therefore be retained? Who ensures this process is done with integrity?

The solution is to put in place a system that retains a complete record of communication to ensure the transparency and accountability of decision making whatever the eventual outcome. We are in the age of the cloud and numerous such systems exist, ChatPro being one of them.

The use of mobile messaging apps in the workplace is not going away. Rightly so, it is an efficient and effective way to communicate. The issue is the suitability of the chosen system.

The burden is therefore on workplaces to supply their people with the right system for the context. One that combines the benefits of instant messaging with the data protection and retention requirements of the organisation.