UPDATE — We have heard about conversations with folks who use Google at their agencies. The general consensus seems to be that the new features are in conflict with records management laws and those need to be resolved before any potential implementation of these features, and it’s highly unlikely that they can be incorporated due to that. It also sounds like there’s not a large user demand for these features (probably due to complacency and comfort with the existing set up).
On April 25, Google announced the introduction of a new approach to information protection: Gmail confidential mode.
“With confidential mode, it’s possible to protect sensitive content in your emails by
- creating expiration dates or
- revoking previously sent messages
- requiring additional authentication via text message to view an email.”
But, wait, there’s more…
“Built-in Information Rights Management (IRM) controls also allow you to remove the option to
- download or
- print messages.
This helps reduce the risk of confidential information being accidentally shared with the wrong people.”
What could possibly go wrong when government employees, lobbyists, and even nefarious folks are allowed to use these options (which may be all on or all off)?
American Oversight has already sent a letter to the National Archives and Records Administration (NARA) calling for government-wide guidance to prevent officials and employees from using Gmail’s new “self-destructing” and “revoking” email feature. As they note, the feature could allow government employees to delete agency records subject to the Freedom of Information Act (FOIA). That feature would also be a violation of the Federal Records Act.
Of equal, if not greater, concern are the other features. Government Information Watch is working with current and former government employees to identify the bars to the use of these “information rights” features (including requiring authentication to view messages) by officials and employees.
Their implementation could have deleterious effects on whistleblowers, journalists, and the ability to use information received through FOIA releases.
Stay tuned. We will be updating you as we go forward.