Smarsh Enables Government Agencies to Use Signal and Other Encrypted Mobile Apps
Government agencies are increasingly using end-to-end encrypted messaging apps for daily communications, mainly due to enhanced security and convenience benefits. These include popular encrypted messaging apps like Signal and WhatsApp.
However, misuse of any messaging app can lead to negative headlines and other compliance risks.
In this blog, we outline five best practices for encrypted messaging apps that public sector organizations can use to ensure proper and compliant use of these tools.
Why it matters
Constituents will always — and rightly so — view their elected leaders, appointed individuals, and the agencies that spend their tax dollars with a critical eye. Government agencies are expected to enable transparency, even as encrypted mobile apps are increasingly used to conduct government business.
1. Create internal policies
An agency needs to have clear, unambiguous policies that identify:
- Which tools are allowed for which types of communications
- What individuals or roles can use these tools
- What control mechanisms are in place
- What communication channels may be used in limited circumstances, such as during an emergency
2. Capture and archive all your Signal messages
Suppose your agency is using Signal or other encrypted messaging applications. In that case, you should collect and retain this communications data in a secure archive, along with emails and other content, in adherence with public record laws. However, it can be challenging to fully meet recordkeeping and other compliance obligations without the proper capture and archiving technology.
3. Put the proper oversight and review policies in place
Purpose-built archiving platforms include oversight policies and procedures. Policies can be configured to flag a wide set of criteria for review, such as sender/recipient, content type, keywords and phrases, attachments, and more.
For example, your organization can use policies, search, and filter capabilities in an archiving platform to identify Signal messages that need review. This helps IT, legal or records management teams ensure that messages:
- Do not contain sensitive information
- Only have authorized or approved participants included in chats
- Are archived in their entirety to facilitate public records requests
4. Proactively monitor and escalate issues
The right technology allows you to review scenarios like these more closely and escalate when needed. While human error always exists, proactive oversight can help address potential issues or risks before they become awkward or embarrassing headlines.
Over time, you should continue refining your oversight policies within your communication archiving platform. For example, policy tuning can help minimize false positives (i.e., content that is flagged but does not indicate risk or need for follow-up), which in turn helps you stay focused on real potential risk and misuse of communication tools.
5. Train employees
Ongoing employee training is critical when using encrypted mobile apps like Signal. Training employees on what mobile communication channels they are allowed to use and how to do so in a compliant way helps mitigate risks for the agency or business.
New app features are constantly being added, which may impact recordkeeping or oversight policies. Organizations should conduct regular training to help employees keep pace with the new changes and to refresh their understanding of communication policies.
How Smarsh can help
Smarsh specializes in capturing and archiving Signal chats and calls, including edited and deleted messages, in a way that meets the unique needs of the public sector.
Our native capture application provides benefits over collecting Signal data with a third-party app using API, which is the method other vendors use. For example, Smarsh provides the same user experience for text and voice as the Signal consumer app, which helps increase employee adoption. Smarsh also enables single sign-on (SSO) and end-to-end encryption (with bring your own key (BYOK)) for added security, with the option to remotely disable certain Signal features for greater control.
Once Signal data is captured, it can be sent securely to a Smarsh archive or a third-party archiving solution.
Archive and monitor Signal messages to reduce risk
The Smarsh Professional Archive platform offers comprehensive capture, archive, oversight, and e-discovery capabilities. Seamlessly capture and archive all the communication channels your agency is using to meet recordkeeping obligations.
The Professional Archive platform's policy engine speeds up review processes by automatically classifying messages as they enter the archive and highlighting keyword hits on each message. Content can be flagged for review, tagged based on cases, events or topics, assigned a risk score for prioritization, or automatically closed. Our experts can also help you optimize your oversight policies.
Modern records management
Archived messages can be retained as long as they are needed and can be accessed at any time. The Professional Archive’s powerful search capabilities enable you to find what you need in seconds. Search by keyword, communications channel, user, date, or other details, and then easily export the data.
Smarsh Professional Archive can help public sector organizations fulfill Freedom of Information Act (FOIA) requests promptly, reduce manual processes, gain efficiency, and build trust with constituents through modern records management.
Learn more
Interested in going deeper? Hear from experts and public sector leaders in our webinar, Peer Insights: FOIA Compliance with Encrypted Messaging. We'll discuss how to meet recordkeeping obligations while minimizing risk for encrypted messaging apps, social media, and other communication channels.
Register today or contact one of our experts to arrange a Signal Capture demonstration.
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Scalable for organizations of all sizes, the Smarsh platform provides customers with compliance built on confidence. It enables them to strategically future-proof as new communication channels are adopted, and to realize more insight and value from the data in their archive. Customers strengthen their compliance and e-discovery initiatives and benefit from the productive use of email, social media, mobile/text messaging, instant messaging and collaboration, web, and voice channels.
Smarsh serves a global client base that spans the top banks in North America and Europe, along with leading brokerage firms, insurers, and registered investment advisors. Smarsh also enables state and local government agencies to meet their public records and e-discovery requirements. For more information, visit www.smarsh.com.
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