Yes

Messages received on mobile or handheld devices that support the business of the agency are records. This is regardless of whether a device is wireless and receives email independently, like a BlackBerry, or needs to be connected to a computer. These messages are subject to the same requirements as email messages received on your desktop computer.

For help identifying and managing email records, see Managing email. Email records on a mobile device should be saved in the corporate records management system as soon as possible.

An agency’s policy on the use of mobile devices should include information on identifying and saving records, as well as ensuring the security and privacy of information on mobile devices. For more on security requirements for information on mobile devices see advice from AGIMO and Defence Signals Directorate.

Sometimes

Instant messaging (IM) exchanges are records. However, you need to make a decision as to whether they are short-term, facilitary records which can be destroyed according to your agency's Normal Administrative Practice (NAP) guidelines or whether they are important business records.

Currently most IM exchanges are informal, short-term and facilitative. If an agency starts to transact business or receive requests from the public using IM, the exchanges are records that should be saved in the corporate records management system.

There are two options for recording this information – technical and procedural:

• technical solutions involve software which can create logs and records of IM conversations
• procedural solutions involve staff creating a note for file and saving it in a records management system as soon as possible. The note for file should include information on the parties involved and any decisions or agreements made

Yes

Voicemail messages are records. However, you need to make a decision as to whether they are short-term, facilitary records which can be destroyed according to your agency's normal administrative practice (NAP) guidelines or whether they are important business records.

Some voicemail is facilitative, such as arranging a meeting or asking you to return a call. Other voicemail may be a request from the public or contain information required for business. The information in these voicemail messages should be retained.

If the voicemail message cannot be registered in an electronic document and records management system (EDRMS), you should make a note for file and save it on a corporate file as soon as possible. A note for file should provide details of who sent and received the message, the date and time received and notes on what was requested, directed or decided.