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RECORDS-MANAGEMENT-UK  June 2008

RECORDS-MANAGEMENT-UK June 2008

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Subject:

Re: How to manage text messages

From:

Alan Shipman <[log in to unmask]>

Reply-To:

[log in to unmask]

Date:

Tue, 3 Jun 2008 18:17:57 +0100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (220 lines)

Yes, SMS messages are within the scope of BIP 0008 (part 2 has a section on
'unstructured messages')

And yes, SMS messages are also included within the scope of the new draft
standard on evidential weight (BS 10008) - see 5.4.3

Regards
 
Alan Shipman
Director
 
Group 5 Training Limited
 
Office: 01923-450527
Fax: 0870-135-5489
Mobile: 07702-125265
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Eldin Rammell,
Rammell Consulting Ltd
Sent: 03 June 2008 17:47
To: [log in to unmask]
Subject: Re: How to manage text messages

Evidential weight of an SMS text message; an interesting concept at a time
when BSI release their draft standard for evidential weight of information
held electronically. I wonder if the draft covers this topic?

My assumption is that such evidence would carry minimal evidential weight
without sophisticated forensic-type investigation into the provenance of the
message. My understanding is that SMS messages themselves carry mimimal
metadata (unlike emails). They contain the originating telephone number but
this can be very easily falsified (eg by using an internet SMS sender and
entering a false 'sent from' number). I believe the only way of adding
evidential weight would be to interogate the information held by the
telecoms carrier; not something that can be done as a routine matter of
course. 

A fascinating subject though and one I'm sure will get further discussion as
this technology is used more in business transactions. 

Regards,
Eldin. 

RAMMELL Consulting Ltd.
Tel: +44 0844 8844926
Fax: +44 08707 623115
Cellphone: +44 07940 859721

[Out-of-office: Email sent from Blackberry]

LEGAL NOTICE:
Rammell Consulting Ltd, Registered in England and Wales No. 6171770.
Registered office: 4 Knotts Avenue, Worcester, WR4 0HZ.


-----Original Message-----
From: John Davies <[log in to unmask]>

Date:         Tue, 3 Jun 2008 15:13:34 
To:[log in to unmask]
Subject: Re: How to manage text messages


Transcription may be a simple option but does it have the same
evidential weight as a download?

John Davies
TFPL Ltd
07811 125769

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Graham, Sarah
Sent: 03 June 2008 12:14
To: [log in to unmask]
Subject: Re: How to manage text messages

Hi all

There is a way to download texts as I know my husband can do this on his
pc using his mobile phone!  However, as you say Iain, it depends on the
PC you are using having the relevant software - 9 times out of 10 it
probably won't.

I would endorse your comments that a transcript of the text message
should be put on the file with time and date included.  Text messages
are usually pretty short so hopefully this wouldn't be too onerous for
staff.

Interesting topic and one which has been raised here at Newcastle City
Council on more than one occasion!

Regards

Sarah

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Harrison,
Iain
Sent: 03 June 2008 12:02
To: [log in to unmask]
Subject: Re: How to manage text messages

Interesting

Our Social Care/Childrens Services people do this. 

As it stands we'd recommend the content of texts be (ideally) recorded
much in the same way as a phone message would be on the service user's
record-usually as a written transcript.

I suppose there is a way to download SMS/texts to another format, but is
it practical? 

Iain Harrison
Information Governance Officer
Information Governance Team
Customer & Workforce Services
Coventry City Council
Council House
Earl Street
Coventry CV1 5RR
 
Telephone No: 024 7683 3305
Fax No:          024 7683 3395
 
www.coventry.gov.uk 

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Fiona Lewis
Sent: 03 June 2008 11:45
To: [log in to unmask]
Subject: How to manage text messages

Hi All,

Not sure if many have had to deal with this but.....

How should we manage text messages??

Some of our clients text their care worker and I have been asked what
they should do with them.  

Obviously there is retention to consider as this is correspondence- this
bit is fine.  BUT, how should we store or manage them?  My first thought
is that they need to somehow be added to the case file to which they
relate.

I was wondering if this was something anyone else had come across and
what you did about it?

If I get any useful response will happily feed back.

Thanks.

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