Smith-Cruz details transitory versus substantive message rules
Smith-Cruz reads from the policy stating instant electronic messages are transitory by default with no expectation of retention, but users must transfer substantive content to a format appropriate for long-term storage, and the policy discourages creating substantive instant messages.
Instant electronic messages are considered transitory by default.
There is no expectation of retention.
If a user determines the content of a message is substantive and should be maintained, the user is charged with transferring the content to a format more appropriate for long-term storage and use.
Under this policy, instant messaging or text messages are treated similarly to a phone call or a conversation at a conference.
By default, such communications are deemed
transitory and therefore not subject to retention.
But if the content of the message happens to be substantive in connection with city business, then the city employee should move that content to other platforms for retention.
The policy also strongly discourages city employees from creating instant electronic messages that are substantive in nature.
When records are found to be substantive and do have enduring value, they become archival.
The Archives'work in preservation and access considers the changing formats and environments in which New York City government conducts its business.
And that brings us to digital solutions and considerations.