Ephemeral messaging apps are creating significant records management challenges for government agencies and regulated organizations, according to a new report published by the Association for Intelligent Information Management (AIIM).

The report, titled "When Messages Self-Destruct: The Hidden Risks of Ephemeral Communication for Information Governance," examines a recent high-profile incident where senior U.S. officials inadvertently invited a journalist into their encrypted Signal group chat containing sensitive military operations details.

Report author John Newton, co-founder of Documentum and Alfresco, describes this "SignalGate" incident as "a wake-up call about the challenges of preserving institutional memory in the age of disappearing messages."

The report emphasizes that while apps like Signal, WhatsApp, and Telegram offer privacy benefits through end-to-end encryption and self-destructing messages, they create major obstacles for proper records management.

"This is great for privacy – but for records management, it's a nightmare," Newton writes. "Traditionally, a 'record' meant an email, memo, or document filed away for future reference. Now, a fleeting chat message might contain a key decision or directive."

“But when an app makes it so easy to bypass the file cabinets (so to speak), it’s a recipe for records disappearing. Ephemeral media are redefining how we think about records, forcing records managers to catch up with what “a record” means in 2025.”

Newton points out in his white paper, "For leaders in government and regulated industries, the lesson is that we must evolve our practices to meet this reality, without abandoning the principles of accountability. It's not an either/or choice between using secure messaging and maintaining records – it's about finding a way to do both."

The analysis points out that US regulations require federal employees using non-government messaging systems to promptly forward or copy their communications to official accounts. However, ephemeral messaging apps make it easy to bypass these requirements, whether intentionally or through simple convenience.

The Australian Information Commissioner recently found that Australian federal government agencies are regularly using phone-based messaging apps without adequate policies to ensure they meet their legal obligations.

Newton identifies two primary reasons officials use these platforms: convenience in fast-moving situations and deliberate evasion of oversight. The report cites examples including Homeland Security officials whose text messages from January 6, 2021, were inaccessible due to auto-delete features, and financial industry regulators finding bankers "covertly texting" about trades to avoid compliance monitoring.

To address these challenges, the report recommends organizations implement technological solutions like communications surveillance tools, update policies to explicitly address ephemeral messaging, conduct regular audits, and create accountability measures. It also stresses the importance of leadership modelling proper behaviour.

"Don't get caught thinking a disappearing message leaves no trace," Newton warns. "It might not leave a trace in the app, but it will leave a mark on your organization – for better or worse."

“Vendors in the information management space report an uptick in inquiries from public agencies wanting to retain data from chat apps and collaboration tools . This is a positive sign: it means organizations are recognizing the issue and looking for technical fixes to bridge the gap between modern messaging and traditional archiving.”

As government agencies and regulated industries continue adopting new communication technologies, Newton concludes that the core principles of transparency, accountability, and compliance must be maintained, even as the tools evolve: "The tools may change, but our duty to maintain a truthful record endures."

“Transparency, accountability, and compliance are cornerstones that organizations must uphold, even as the channels we use transform. The recent Signal fiasco underscores that neglecting those values – even accidentally – can lead to serious breaches of trust and legal peril. Conversely, those organizations that adapt and reinforce their records management in creative ways will not only avoid scandals, they’ll be stronger and more trusted for it.”