Information commissioner tells agencies to improve rules on use of Signal, WhatsApp
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The news: The Australian Information Commissioner has called on federal government agencies to improve information governance to ensure they meet legislative obligations when using messaging apps, such as Signal and WhatsApp.
The numbers: Following a review of the policies and practices of 22 government agencies, the commissioner found:
- 16 of the 22 agencies permitted the use of messaging apps, 3 prohibited their use, and 3 did not have a position;
- 12 of the 16 agencies that permitted their use endorsed, encouraged or communicated a preference for the use of Signal (one of these also endorsed, encouraged or preferred WhatsApp);
- Half of the agencies that permitted their use had policies or procedures about their use for work purposes; and
- These policies generally did not address freedom of information (FOI), privacy and other key obligations.
The context: The Office of the Australian Information Commissioner (OAIC) said that the review found messaging apps are an established feature of digital communications in the Australian Public Service, though they are "regularly being used without adequate policies and procedures that reflect statutory obligations".
The commissioner said that agencies should "clearly set out whether or not they permit the use of messaging apps for work purposes".
Agencies that permit the use of messaging apps should have policies and procedures that adequately address information management, FOI, privacy and security considerations, the commissioner said.
Agencies should also examine the features of messaging apps needed to support official work, including conducting due diligence on apps to ensure personal information is collected and handled appropriately.
The OAIC said it will revisit the topic in two years to understand how the use of messaging apps for government business has evolved.
What they said: "While the technology being used to conduct government business is evolving, the need for agencies to equip staff to uphold legislative obligations remains," said commissioner Elizabeth Tydd.
"Messaging apps raise novel considerations for key pillars of our democratic system of government, including transparency and accountability.
"The report recognises the willing engagement of agencies that participated in this baseline assessment by the OAIC."
The source: OAIC media release
