Instant Messaging

The Directive – Instant Messaging was first released in 2012 in response to the increased use of instant messaging technologies in the workplace. Instant messaging is a form of real-time, direct communication between two or more parties using personal computers or other devices such as smart phones or tablets. These technologies provide a temporary space for an electronic conversation (instant message) to occur. Instant messages are discoverable for legal, audit or access to information requests and must be managed appropriately.”

While instant messaging can facilitate the flow of business, it is not an appropriate medium for recordkeeping. The OCIO does not record, retain or back up instant messages because of challenges with searching and managing data in this format.

For the most part, instant messages tend to be transitory records with short-term value and do not need to be stored and managed in a records management system. Occasionally, an instant message conversation will evolve into a discussion that has business value and must be managed as a government record. It is the responsibility of the information owner to transfer instant messages to a proper government recordkeeping format where required in a timely manner.

Compliance with the Directive – Instant Messaging is mandatory for all government employees and other individuals working on the behalf of a department or other public body as defined in the Management of Information Act.

Resources available to support Instant Messaging management include:

For more information on Transitory Records, contact IM@gov.nl.ca