Messaging applications are very popular for a variety of reasons. WhatsApp, WeChat and Facebook’s Messenger rank among the top messaging apps used globally. These apps keep the conversation private and protected. However, these messaging apps are also prone to critical risks. In some organizations, the use of messaging applications has been completely banned due to their existing BYOD and data privacy policies.
Industry experts from the field of digital marketing, have agreed that unauthorized usage of such messaging applications promoting professional communication has a heavy risk related to privacy of data. Many of the corporate professionals point out that frequent usage of messaging applications can lead to encroachment of data privacy besides leaking of data, whether it is intentional or accidental.
Can communication done on messaging applications be traced if required?
One of the major risks with communication done through messaging applications, is that, it cannot be referred back in case of any impending business requirements whatsoever.
Experts endorse the fact that this is a major risk, as the communication done within messaging platforms can never be stored in any particular server. Moreover, messages are end to end encrypted to allow a thorough secrecy of data management. Any form of communication using messaging applications can very often suffer from breach of confidential data. Simultaneously, data leaks can pose a major risk, especially in industries like banking, healthcare, defense etc.
Does communication enabled through messaging applications get covered under a regulatory protocol?
To comply with the existing data privacy laws such as GDPR, companies like Facebook (now Meta) have built in GDPR compliant systems on their existing messaging platforms. Both Messenger and WhatsApp are GDPR-compliant. Any communication, private or for business, done through messaging applications are covered through data privacy protocols. For instance, in Europe, such communication is guided through EU General Data Protection Regulation (GDPR), while in Canada, such information exchange is guided through Canada’s Personal Information Protection and Electronics Documents Act (PIPEDA). In California, however, such informal information exchanges are covered under the California Data Breach Law.
A pertinent question asked by the target audience, messaging applications have been understood to drive a major chunk of the digital communication process, globally. Outbreak of the pandemic has taught us the approach of resilience, and people are mostly engaging through a meaningful communication network remotely driven. At the same time, a significant penetration of the smart devices in every household had changed the pattern of information exchange. Digital communication has gained ground as it offered convenience to the global audience, coupled with continuous connectivity at low cost.
Are messaging applications actually risk?
Although instant messaging applications provide significant advantages to the user, such kind of data exchange can ignite innumerable risks especially considering the compliance and the regulatory factors. Digital marketing professionals could agree that lack of storage of information being exchanged can create a major risk, not only for the users but also the organizations and the industry, in the long run.
Let’s take a look at the major risk factors associated with informal communication done through messenger applications:
Data security – Allowing information exchange through a less secured network, such as that of a messaging platform, can actually make the information readily accessible to the public. Sharing of sensitive information can ruin your personal security related to financial transactions, happening in the recent past.
Record-keeping – Sensitive business information needs to be retained, while messaging applications make this option invalid. Experts had agreed that, as far as professional communication is concerned, messenger applications fail to record data for future references.
Data audits – Since such messaging platforms are used on a not so secured data network, audit of information exchange is never possible.
Digital marketing and integrated communication professionals have stated the problem of data security is getting bigger with messaging apps and its rampant use in the remote workplace and hybrid working domains.
Employees and associates are using heir own personal devices to send messages that could have been sent from their company-authorized devices. IT teams responsible for audits have little or no knowledge of what kind of information is shared using mobile messaging apps used on a personal unauthorized device. Therefore, informal data exchange through such unsecured digital platforms can be dangerous.
Simultaneously, data recovery facilities are not possible, which is why such communication networks do not remain valid in case a litigation arises in future.
The Role of the Business Houses in Managing Messenger-based Communication
Experts from the related field opine that data management is a responsible issue in every business organization and the employees should be trained accordingly.
First and foremost, communication protocols could be worked upon further, by professional businesses to create clear and transparent guidelines. A major area for the business organizations remains the updating of policy framework and investment on technology to harness professional communication in a well-defined context. Email communication remains to be a priority, as far as professional message exchange is concerned, and group chats on WhatsApp need to be used only on the personal facet.
Do the organizations in future need to work on a compliance policy towards mitigating the risk of communication?
Yes, of course.
Using data responsibly, remains to be the major criterion, and business firms might have to formulate transparent compliance policies. At the end of the day, organizations must work out the training requirements and communication protocols relating to organizational hierarchies that need to be formulated in specific contexts. Above all, taking precautionary actions against the violators of communication protocols could also help in effectively managing the compliance risks associated with messaging apps.
Can tele-messaging help to curb risks of communication happening through messaging applications?
Tele-messaging is an innovative concept in modern digital communication landscape. It can be used to capture and retain important information within the realm of mobile messaging. As it allows retention of data to a certain extent, tele-messaging has emerged as a suitable alternative to mobile messaging apps in SMEs and large enterprises. Experts from the field of digital marketing have endorsed such technology applications as it records content from mobile devices.
Conclusion:
Organizing in a nutshell, it is ensured that a business should invest upon building standard protocols as the first step to ensure diligent operations. Professional communication protocols need to be put in place, while people should be trained towards responsible data management. Ensuring a strong culture, remains to be a priority wherein employee benefits and well being remain to be important. Technology intervention needs to be harnessed, instead of being exploited to suit personal interests.
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