Government

A modern approach to electronic records management

U.S. public sector organizations are required by both federal and state law to capture and store all of their electronic communications records. This has become more complex and time consuming as modern communications have evolved. Government organizations now need to be able to store, search and produce content from email, collaboration tools, text messages and social media platforms. Failing to do so could lead to fines and legal or reputational risks.

Smarsh offers a truly modern approach to electronic records management. We simplify the capture and search of communications data so that you can rapidly respond to requests through a single, comprehensive solution. This means organizations can meet recordkeeping obligations, manage risk and reduce the time and cost of responding to public records requests.

Key government challenges

Key challenges around managing electronic communications records, data capture and production:

Capturing all electronic communications

Smarsh enables customers to capture data from over 80 communications channels. This includes the most widely used email, instant messaging/collaboration, social media, mobile, voice and web platforms. Content is captured in its native format and retained with its original conversational context. Once archived, this content is automatically indexed and made searchable.

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Federal Archive

The Federal Archive helps federal agencies to seamlessly meet rigorous text message retention and production requirements. The offering is the only text message archiving solution that holds FedRAMP Agency Authority to Operate.

The Federal Archive is purpose-built to satisfy federal security requirements. It is deployed in AWS GovCloud, which was built with stringent security and compliance controls for government agencies to host sensitive data. The platform adheres to top-tier security standards, with all captured data encrypted in transit and at rest. We partner with leading industry carriers AT&T and Verizon to directly capture all mobile content from federal agency employee devices.

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Unified archive

Smarsh captures and stores all data from 80+ communication channels approved for official business, including new and evolving platforms. Records teams, attorneys and human resources staff no longer have to search multiple servers in several locations or chase down individuals for copies of text messages, emails or social media communications. Whether for public records requests, e-discovery events or internal investigations, a single archive reduces the time and cost burden on in-house resources.

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Advanced search and discovery

Government organizations must be able to search and review content across all their electronic communications. This needs to be done quickly and efficiently to manage records requests, investigate violations of agency policies, identify corruption and provide training.

With Smarsh, electronic communications content is captured in its native format and shown in its original context. All conversations are automatically indexed and searchable by person, message type and keyword. Sophisticated discovery policies can then be created so that certain keywords or phrases can be detected, reviewed and escalated when necessary.

Easy, on-demand exports

With lightning-fast, granular searches, you can quickly find the data to respond to records requests. Content can then be packaged and produced on-demand. Our solutions support multiple export formats, enabling you to extract relevant data and package it in multiple formats.

Through a strategic partnership with NextRequest, Smarsh offers an end-to-end records management solution. This features a specialized constituent-facing online portal for accepting, managing and responding to public records requests. It comes with functionality for legal teams to perform redaction prior to publishing the messages that are extracted from the archive.

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Top-tier security

Government data, especially communications data, requires enterprise-grade security. Smarsh archiving solutions are delivered with top-tier security, management and operational controls. All data is encrypted in transit and at rest, with stringent access controls. All electronic records are stored in an immutable, compliant format. Communications data can either be captured and sent to an existing archive or retained in the Smarsh integrated archive, with customizable retention periods to meet your needs.

Our Federal Archive is the only text message capture and archiving available today holding FedRAMP Agency Authority to Operate.

Flexible deployment

Every organization has its own deployment needs. We have flexible deployment models that can accommodate any organization’s existing and future data storage requirements. These include single-tenant and multi-tenant cloud archive environments.

FOIA Laws - interactive map of Sunshine Laws by state

Do you know your state laws on public records?

View the interactive map to see definitions and outlines of records, meetings and litigation disclosures.

VIEW MAP

We partner with all types of public sector organizations

States, Cities, Counties, Special Districts

State and local government agencies, cities, counties and special districts all need to capture and retain their electronic communications. Producing electronic records accurately and efficiently is crucial when managing public records requests, litigation and discovery events.

Smarsh archiving solutions are purpose-built to ensure that customers can overcome these challenges. We cover the most widely used communications channels across mobile, collaboration tools, social media, voice and email. All conversations are search-ready and archived in proper context, regardless of where, when and how they are generated. This means government organizations spend less time pursuing electronic communications from multiple archives when trying to locate records

Public Safety & Emergency Services

Smarsh enables public safety and emergency services agencies to reduce risk, ensuring compliance with open records laws and the capture of all electronic communications containing critical information. Agencies can confidently engage with external communities across a wide range of social and mobile channels and capture time-sensitive alerts and updates.

Federal Agencies

Federal agencies must meet rigorous electronic retention and production requirements under the National Archives and Records Administration’s (NARA) Capstone initiative and the Freedom of Information Act.

The Smarsh Federal Archive is the only available text message archiving solution that holds FedRAMP authority to operate. All conversations are search-ready and archived in proper context

Education

The Smarsh Connected Suite empowers schools or districts to engage students across a wide range of social media channels. Communications are archived in proper context, regardless of where, when and how they are generated. This means educational institutions can retain all digital conversations for management and administration purposes and rapidly respond to all records requests.

Key regulations

Smarsh helps government organizations meet compliance obligations for:

Freedom of Information Act

The Act defines agency records subject to disclosure, outlines mandatory disclosure procedures and grants nine exemptions to the statute.

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State open records laws

Click your state on the Interactive Map of Sunshine Laws map to see definitions and outlines of records, meetings and litigation disclosures.

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Whatever your role, Smarsh can make your job easier

CIOs & IT staff

Leverage cutting-edge cloud deployment solutions. Ensure transparency, provide oversight and manage compliance with one centralized platform. Manage all digital records with a purpose-built solution for capturing and retaining all content types, including email and social and text messages. Track public records requests and manage compliance policies across departments.

In addition, the Federal Archive is purpose-built to satisfy federal security requirements. The offering is the only text message archiving solution that holds FedRAMP Agency Authority to Operate.

Records managers

Move away from inefficient, paper-based and manual processes. Access all captured content in one place, retain content in accordance with regulations and respond to public records requests quickly and easily.

Attorneys & legal staff

Leverage sophisticated e-discovery, case management and legal hold capabilities for all archived content. Prepare for and respond to public records requests, litigation and audits without relying on manual processes.

Communications staff

Communicate using the channels you want to with peace of mind, knowing that records of those communications can be accessed in the event of a public records request. Take full advantage of the latest channels for community news, events and interactions, knowing everything is being retained and can be easily produced when needed.

HR staff

Implement policies, search across all archived content and easily review and retrieve messages as part of investigations into employee misconduct or other disputes, all from one centralized platform.