Instant Messaging
- What is Instant Messaging (IM)?
- How does IM differ from email?
- Are instant messages (IM) records?
- How do I get assistance with specific records management questions relating to IM?
1. What is Instant Messaging (IM)?
Instant Messaging (IM) is an electronic messaging service that allows users to determine whether a certain party is connected to the messaging system at the same time. IM allows them to exchange text messages with connected parties in real time.
To use the service, users must have IM client software installed on their workstations. While there are many types of IM clients, they all tend to function in a similar manner. Client software may either be part of an agency's IT network and available to only registered users, or be public and available to anyone on the Internet. The client software logs into a central server to create connections with other clients logged in at that same time. Users create and exchange messages through their local client application.
Other important points:
- In addition to sending messages, users may have the ability to attach and exchange electronic files such as images, audio, video, and textual documents. This capability depends on the configuration of the individual client software as well as on protocols established at the client server.
- Depending on the software, users who are online may have the ability to respond to messages.
- Users may also block other users with whom they do not want to exchange messages.
- Users may only communicate with others using the same or a compatible client software.
2. How does IM differ from e-mail?
Fundamentally, the difference between IM and e-mail is the notion of presence. This means that users of the IM system are aware that other users have logged in and are willing to accept messages. Unlike e-mail, IM content can only be sent to users who are logged in to the system and accepting messages. If users are not logged in, others do not have the ability to send them messages. Because IM is not predicated upon an open standard, there is no uniformity regarding message transmission and structure.
3. Are instant messages (IM) records?
Yes, in certain circumstances. They are similar to e-mail messages; that is, if the messages are needed to substantiate your work, you must treat them the same way you would any e-mail record. You need to capture the text of the message, as well as who the message is to/from and the date and time. Also, due to the informal and sometimes cryptic nature of IM, it may be necessary to transcribe or capture the message in another format much as you would for a telephone conversation or other verbal communication if it is needed to document your activities. And finally, it is important to be careful if you use a non-FDA IM product to communicate with external users because it could result in unauthorized disclosure of information.
The statutory definition of records (44 U.S.C. 3301) includes all machine readable materials made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business. Agencies that allow IM traffic on their networks must recognize that such content may be a Federal record under that definition and must manage the records accordingly. The ephemeral nature of IM heightens the need for users to be aware that they may be creating records using this application, and to properly manage and preserve record content. Agency records management staff determine the record status of the IM content based on the overall records management policies and practices of their agency.
4. How do I get assistance with specific records management questions relating to IM?
Please contact the appropriate Center/Office Assistant Records Liaison Officer (ARLO) should you have questions about Instant Messaging (IM).