Why a company messenger?
Today many employees and companies are already using public messenger systems like WhatsApp®, Facebook® Messenger, Snapchat®, WeChat® etc. to send business information. Messaging is already seen as a new technology, in addition to the usual communication routes used like e-mail and telefon. The communication is faster (Realtime), easier, attention-grabbing and convincing in its design. An e-mail arrives in the mailbox of the recipient amongst a multitude of other messages. A chat dialog has the advantage that the entire dialog of the subject is available for view, where with an e-mail, several interactions in the form of individual e-mails would have to be used. The entire communication used in messenging with the chat dialog is clearly structured and readily available.
Today, the use of Whatsapp® or WeChat® is used all over in the private sector. Contents of private data are seen as not critical, while the sending of sensitive company data with messaging can pose a high risk for the company.
Risk 1: Plattform operators earn money with their customers data
Risk 2: Data security
From a legal point of view, there is in most cases a legal obligation to retain data of all business conversations. In order to guarantee this, the saving of pdf-documents, text, and images are accomplished with messaging. Combined with a cloud (e.g. Dropbox® ) , all business documents are uploaded to available cloud storage archives, which are mostly run by companies abroad, and are saved and sent back per messaging. The documents are no longer to be found in the secure area of the company, but in a cloud outside the company. Unfortunately, here too certain data rights are given up to the plattform operators.
Risk 3: Data loss
When an employee leaves the company, the company has no access to the business related messaging used with the public messenger. That means that the company losses valuable information, know how, and data contents of documentation of projects. Business related data that is exchanged with public messenger apps cannot be saved and archived in its entirety as the company is legally obligated to do.
There is a great risk for a company that uses a messaging system from the public sector to communicate with clients which contain contents of their conversations, conversations regarding projects, product and production information, or any othe business related data sent with the public messanger. Protect your sensative company data!