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Archiving Solutions for Government: Email, Social Media & SMS

Archiving solutions for government agencies, such as Intradyn’s all-in-one archiving service, make it easier for public sector organizations to maintain regulatory compliance.

The Importance of Government Compliance 

Although they’re typically the ones responsible for administering and enforcing regulations, government agencies are also subject to regulatory compliance, same as any other business in any other industry. Many of these regulations pertain to records management and public information requests and contain specific language about electronically stored information (ESI) such as:

  1. Emails
  2. Instant messages
  3. Social media communications
  4. SMS messages
  5. Text messages

Public sector organizations that fail to securely store relevant information and maintain accurate records could face serious financial, legal and reputational ramifications. With so many records to keep track of, compliance can be a challenge. Fortunately, Intradyn’s archiving solutions for government agencies make it easy for organizations to stay on top of compliance.

Intradyn's All-in-One Archiving

Intradyn’s all-inclusive solution provides full-service email, social media and SMS/text message archiving and is capable of handling archiving and retention for government agencies of any size. Intradyn offers advanced features, round-the-clock support and multiple deployment options, all at a competitive cost.

Email Archiving

  • Archive incoming and outgoing mail in real time from top email providers
  • Ensure legal compliance with legal hold automation and our easy redaction tool
  • Easily locate messages with our powerful, intuitive search functionality
  • Secure archival content with role-based permission and end user authentication
  • Set granular and flexible custom email retention policies
  • Grow your data center with your business with multiple scalability methods
  • Gain access to valuable data even in an emergency with backup and disaster recovery

Social Media Archiver

  • Archive for Facebook, Instagram, LinkedIn, Twitter and more
  • Create automatic, unalterable records of social media messages
  • Digitally sign (256-bit) and time stamp all content
  • Place legal holds on content in case of eDiscovery requests
  • Export social media content in RAW or PDF format
  • Use social media platform APIs to gather data in near real-time

SMS/Text Messaging Archiver

  • Get support for multiple carriers across multiple devices
  • Categorize and index SMS/MMS, WhatsApp and text messages and metadata
  • Produce mobile communications in native and standard non-native format
  • Archive for BYOD, CYOD and employer-issued models
  • Find messages by phone number or content
  • Export complete or partial messages in native or PDF format
  • Use one-click detail drill-down to view metadata
  • Apply legal hold tags in case of eDiscovery requests
  • Customize your solution for your enterprise configuration

Federal Regulations for Government Agencies

 

Regulation Description Requirements
Freedom of Information Act (FOIA) “Since 1967, the [FOIA] has provided the public the right to request access to records from any federal agency … Federal agencies are required to disclose any information requested under the FOIA unless it falls under one of nine exemptions which protect interests such as personal privacy, national security, and law enforcement.” All information collected by federal agencies, including ESI, that is requested and subject to disclosure must be made readily available.
State Sunshine Laws “State sunshine laws are the laws in each state that govern public access to governmental records. These laws are sometimes known as open records laws or public records laws.” All information collected by state and local government agencies, including ESI, that is requested and subject to disclosure must be made readily available.
Federal Records Act “A series of laws … that sets forth the records management policies and practices of federal agencies in the federal government, and establishing the National Archives and Records Administration as possessing the responsibility for preserving records of permanent historical value to the United States.” Each federal agency is required to establish an ongoing records management program, as well as comply with the National Archives and Records Administration’s standards for record creation, maintenance and disposition.
Federal Rules of Civil Procedure (FRCP) “The [FRCP] govern civil proceedings in the United States district courts. Their purpose is to ‘secure the just, speedy, and inexpensive determination of every action and proceeding.’” Agencies must create a data retention policy for all relevant emails, ESI, network logs and other virtually stored documents.
National Archive and Records Administration (NARA) Social Media Guidelines for Federal Agencies “[The NARA Bulletin] provides high-level recordkeeping requirements and best practices for capturing records created when Federal agencies use social media.” “Agencies must articulate clear processes, policies and recordkeeping roles and responsibilities to ensure social media records are identified, managed, and captured.”

Which Government Organizations Benefit From Archiving?

 

School Districts

Open lines of communication with students across social media and maintain detailed electronic records for posterity

Cities & Counties

Capture, retain and reproduce records on a moment’s notice for public records requests, eDiscovery inquiries and pending litigation.

Federal Agencies

Remain compliant with the FOIA, NARA’s Capstone initiative and more with Intradyn’s comprehensive archiving solution.

States

Manage a high volume of public records and eDiscovery requests with real-time capture and high-powered search capabilities.

Special Districts

Connect disparate systems across districts with an advanced, all-in-one text messaging, social media, and email archiving solution.

Public Safety & Emergency Services

Ensure regulatory compliance with open records laws by capturing electronic communications in real-time.

One Powerful Archiving Software, Three Deployment Options

Intradyn at work

Discover how Intradyn helps Maine Legislature respond to FOAA requests.

Read the Case Study
A clear Archiving Solution

Find out why Intradyn is the clear archiving solution for government agencies.

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