Businesses in industries like finance and healthcare must monitor txt messages to maintain compliance, safeguard from legal problems, and gain valuable insights.
Every day, these organizations send and receive hundreds of messages from customers and stakeholders. This can make it overwhelming for the business to monitor text messages and ensure they are capturing the right ones.
Understanding which messages to record is vital in keeping accurate records and reducing clutter. This article can help determine which features and messages to monitor for archiving:
Business-Related Texts
Most companies implement the BYOD setup for their companies, where employees use personal phones for work. Mixing among official texts are personal and other conversations, some of which are not necessary to record.
When choosing which texts to capture and store, it is best to choose only the following:
- Legal and Financial Matters – contracts, receipts, loan details, invoices, and legal agreements
- Work-Related Communications – meeting schedules, client details, task assignments, and project updates
- Proof of Communication – complaints, confirmations, and other conversations that document an important situation
- Valuable Personal Information – medical records, travel plans, and other sensitive personal information needed by the business
Avoid recording messages that contain no importance to the company, such as employee personal messages, gossip conversations, and repetitive texts like “good morning.”
Message Details
Besides the content of the message, another important aspect to record is the details of the message:
- Contact Information – the name of the sender or receiver of the message
- Time and Date – when the text message was sent and received
- Location History – device’s location history
- Call Logs – If recording calls, include all necessary details
- Message Deletion or Edit – Businesses should also keep track of messages that are deleted or edited.
Conclusion
Including important details like contact name and location is important to ensure the accuracy of all text message records kept in the archive. Complete and precise records are valuable in situations like litigations, eDiscoveries, and audits where specific information is required.
Before recording messages, it is paramount to seek permission and comply with local regulations.
