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Benefits
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DNA Competition
Program

Details
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Policies

Ban on Texting

One approach is to ban the use of text messages without exception. While the simplicity of this approach is appealing, it does not account for the extent to which the use of text messages has become commonplace in society. For more on what to do if an agency employee or official sends agency texts from a personal device or account, please see MRSC’s blog PRA Applies to Work-Related Texting on a Personal Cell Phone.   Sample Policy Language - Adapted from Benton County No text messaging. Due to the difficulty in retaining and archiving records created by text messaging, for purposes of compliance with the Public Records Act, employees shall not use cell phones to send any text messaging relating to Agency business unless the employee has been previously authorized to do so in writing by the employee’s department head or elected official, and has coordinated with Central Services in order to effectuate the archiving of such text messaging.

Texting Allowed with Proper Retention Practices

Some agencies place responsibility on employees to ensure proper retention of agency text messages.
Example
  • Grandview Personnel Manual (2022) – Does not have any specific policies regarding text messaging but makes it clear that work-related text messages are subject to public disclosure and that the employee is responsible for retaining such records in accordance with law. See Section 25.01.3.