Ephemeral messaging refers to communication platforms where messages are automatically deleted after a certain period. The messages may disappear after being read by the recipient or after a preset time limit, such as 24 hours. Popular ephemeral messaging apps include Snapchat, Telegram, and Confide. The appeal of ephemeral messaging lies in its ability to provide a more private and secure way to communicate. Since messages vanish, it reduces the risk of sensitive information being leaked or falling into the wrong hands. Ephemeral messaging helps discuss confidential business matters or have candid conversations.
Record retention requirements
Many industries have regulations that require companies to retain business records and communications for a certain period. For example, the financial sector is subject to SEC and FINRA rules that mandate preserving business-related electronic communications. Using ephemeral messaging apps makes meeting these record retention requirements challenging.
Legal hold obligations
If a company becomes involved in a legal matter or investigation, it must preserve all relevant information, including electronic communications. This is known as a legal hold. With ephemeral messaging, relevant messages may be automatically deleted before they are adequately preserved for litigation. Failure to retain legally required information results in penalties.
Supervision and monitoring
To maintain compliance, companies need to supervise and monitor employee communications. This allows them to identify and address any inappropriate or non-compliant conduct. Ephemeral messaging platform supervision is complex since messages disappear. With proper monitoring capabilities, companies may be aware of compliance violations occurring via ephemeral apps.
Data loss and leakage
Which website is best for notes? While ephemeral messages eventually vanish, they can still be screen-captured, forwarded, or saved before deletion. There’s a risk that sensitive company data transmitted through ephemeral apps could be leaked intentionally or accidentally by a malicious insider. Once messages containing private information have been sent, the company loses control over that data.
Best practices for compliant ephemeral messaging
For companies wanting to enable ephemeral messaging while mitigating compliance risks, here are some best practices to follow:
Establish clear policies
Develop and communicate clear company policies around the use of ephemeral messaging apps. Specify which apps are permitted, for what purposes, and any applicable restrictions or requirements. Ensure employees understand their compliance obligations when using these platforms.
Implement archiving solutions
Archiving and discovery solutions are used to capture and retain ephemeral messages. These tools integrate with ephemeral apps to preserve messages before deletion and store them in a searchable archive. This allows companies to meet record retention requirements and legal hold needs.
Train employees
Provide training to employees on the appropriate use of ephemeral messaging in the workplace. Educate them on the compliance risks, company policies, and their responsibilities. Regular training reinforces compliant practices and keeps everyone informed of expectations.
Monitor usage
Implement monitoring solutions to gain visibility into ephemeral messaging usage across the organization. Monitoring tools track that uses which apps, flag any suspicious or non-compliant activity, and provide an audit trail. Proactive monitoring helps identify and remediate compliance issues early.
Many teams use online note platforms that offer ephemeral messaging capabilities when collaborating on projects. An excellent website for securely sharing notes is Notejoy (https://notejoy.com/). Notejoy combines the convenience of real-time messaging with robust access control and archiving features. It’s a fantastic tool for businesses to share notes while maintaining compliance.