Many businesses are required by law to record Signal messages. The purpose of recording is to ensure compliance with legal and regulatory mandates, protect sensitive information, and maintain a record of communication for auditing purposes.
However, Signal recording must be practiced with the utmost responsibility. When recording Signal messages for business and legal purposes, the following best practices must be enforced:
Maintain Transparency With Employees
Consent is important when recording messages, especially when the business employs a bring-your-own-device (BYOD) policy. Respecting employee privacy assures the workforce and ensures recording practices are within regulations.
Before establishing message recording protocols, inform employees that their conversations are being monitored and captured. Additionally, do not record non-business-related messages, such as personal chats.
Define Recording Criteria
Successful message recording begins with clear and efficiently-defined criteria. Establish guidelines on what messages should be recorded and which to exclude from documentation. Examples of messages to record include:
- Work-Related Communications – meeting schedules, client details, task assignments, and project updates
- Proof of Communication – complaints, confirmations, and other conversations that document an important situation
- Legal and Financial Matters – contracts, receipts, loan details, invoices, and legal agreements
Examples of messages to exclude from the recording are:
- Unnecessary Personal Conversations – gossip, personal complaints about the day, jokes, irrelevant information, and filler words
- Repetitive Chats – exact copies of previously recorded messages and informal everyday greetings
- Ambiguous Messages – long-winded messages without providing essential details and vague conversations that leave the recipient or sender unsure of what to do or whom to contact
Determine Retention Policy
Businesses should establish comprehensible retention policies for captured Signal messages. This policy must include details on how long they can be stored in the database and when they can be deleted.
Keep Signal Messages Safe With Enterprise Archiving Solution
Another best practice for capturing Signal messages is to use a dedicated archiving program. Archiving software automatically monitors, records, and keeps messages, providing a seamless and hassle-free method of capturing. This ensures the business stays compliant with rules and regulations, particularly in industries like finance, healthcare, and telecommunications.