Businesses fail to archive instant messages

Many IT directors unaware of regulations, says survey

Some 39 per cent of businesses do not archive and retain communications that take place using new messaging tools such as instant messaging and voice over IP, according to a survey conducted by YouGov on behalf of Symantec.

Furthermore, only 14 per cent archive instant messaging conversations that they deem important to the business.

Sean Doherty, head of sales development at Symantec enterprise messaging management, said: 'Businesses are leaving themselves massively exposed to the regulators by not backing up communications that take place on instant messaging systems.'

'In reality, instant messaging is no different to email communication – they are just newer methods of transferring often sensitive or commercially valuable information. As they become increasingly integral to everyday business life, it is essential that companies integrate these applications into their archive and recovery plans,' said Doherty.

Some 80 per cent of enterprises said they feel there has been an increased focus on legal and regulatory requirements in their industry sector. However, 40 per cent admitted that when asked, they have either been unable to produce data records of conversations, or they know of other companies that have been in a similar situation.

The results also reveal that there is widespread confusion about who is responsible for backing up and retaining the information that is exchanged over messaging tools.

Nearly half (48 per cent) of IT directors commented that the backing up of these conversations should be the responsibility of their department, but 26 per cent felt that the business as a whole should own this area and 17 per cent felt that employees should archive their own conversations.

When asked if they were aware of any procedures or policies in place, 33 per cent of IT directors said that although there was a policy, it was fairly relaxed or not really enforced at all. 18 per cent of those surveyed said that there are no procedures or policies in place.

'The results of this survey show that businesses are not taking new messaging tools as seriously as they should,' said Doherty. 'IT managers need to take control of their usage and ensure guidelines and policies are in place.'

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