Hello list.  I'm looking for some help in explaining why it is good practice to
manage Instant Messages (IM) as though they are company records.  I realize that
IM should be managed based on content, in accordance with our Record Retention
Schedule.  But I want to prepare a strong argument because I fear some pushback
is on my horizon.  I spent some time yesterday afternoon searching through the
List Archives and found some helpful information, but nothing directly on point.
Here's some background to my situation.

My company is currently looking to establish a policy on IM.  We know that some
employees are now using external IM for both personal and business
communications, so we really need to establish a policy.  But first, we chose to
do some needs analysis to explore the benefits vs.. risks to the company of
allowing either public or enterprise IM.  Yesterday, we held a Workshop to
initiate dialogue on the use of IM in our company.  Around 30 interested
employees voluntarily attended.  We heard from the employees (the few brave
employees willing to admit they use it) that they do find IM helpful, and it
increases collaboration when working on a matrixed team project.  I then raised
the issue that using IM for business purposes imposes a responsibility on our
company to properly manage the IM based on content in accordance with our RM
Policy and Record Retention Schedule.  Seems logical to me, but the response I
received was, "My team uses IM in business conversation, just like we would if
we got up and walked to the next cubicle.  We don't have to record verbal
conversations, so we should just make a policy that states we don't keep any IM,
just dispose of it all."

That's when the little hairs on the back of my neck started to rise, and I felt
a panic about to set in.  I don't think it is right to "just not keep IM",
especially since we have already adopted an E-mail Policy which requires e-mails
to be managed in accordance with the RM Policy and Record Retention Schedule.
In my mind, this would create a conflict.  And I think if it was acceptable to
have a policy stating that "no emails are kept", then the world wouldn't have as
many lawsuits and fines for failure to retain e-mails; everyone would take that
route.

I also believe I read something in the List Archives suggesting that verbal
conversations are considered transient forms of communication and are not
included in Discovery.  So, should my argument be based on the laws of
Discovery?

I am a staff of one and have no one here with Records Management expertise to
help me.  My manager will back me up, but he's relying on me to provide him with
the argument.  Any help or direction you can offer will be appreciated.

Thank you!

Terry Schofield

 Sr. Records Management Analyst

 PJM Interconnection

 [log in to unmask] <mailto:[log in to unmask]>

 (610) 666-4519



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