Section 3: The Use of Text and Instant Messaging
When conducting state business at TxDOT, texting and instant messaging (i.e., Cisco Jabber, MS Teams, and others) will be treated the same as a phone call or face-to-face conversation. Text and instant messaging should be limited to transitory information. In the event a communication is more than transitory in nature, such communications should be transcribed by email or documented to a government account.
Transitory text and instant messages should be deleted once the communication has served its purpose. The retaining of instant messages will vary depending on the tool settings within the application.
Below are guidelines applying to all texts and instant messaging:
- Anchor: #CEDSWNNJ
- If a text or instant messaging chat discussion needs to be documented, follow up with an email to summarize the main points of the conversation. Anchor: #AWPLRBFC
- Texts and instant messaging are official records and will be available through open records requests. Anchor: #QBDUPXXE
- Texts and instant messaging should only be used for communications considered as transitory in nature. Anchor: #KHIMCMUU
- Maintain a professional tone and demeanor in conducting communication for all texts or instant messaging conversations. Anchor: #WXQLNRRR
- Follow TxDOT standards for personal conduct in all texts and instant messages. Anchor: #XRYPOHTG
- Follow any additional texting or instant messaging expectations set by your Division or District (e.g., response times, method of utilization, status settings, etc.).
Below is a list of text and instant message examples that demonstrate transitory versus non-transitory.
|
Transitory Text/Instant Messages |
Non-Transitory Text/Instant Messages |
|---|---|
|
I will be late to the meeting. |
I will be late, but I think we should appoint “_” to the “XYZ” Committee. |
|
I sent you an e-mail. |
We need a decision on the preferred alternative for this “_” public contract. What do you think? |
|
Will you please call me? |
Use the following language in the press release “announcing…” |
|
The District Manager is trying to get in touch with you. |
The District Manager wants to know your thoughts on the TxDOT proposal for”_”. |
|
Can you pull (name) out of the meeting? |
We need to schedule a closed-door meeting with “_” (Official) and the other board members for later today. |
|
Can you cover for me in today’s meeting? |
We need to meet with all stakeholders about this issue. |
|
I e-mailed you a draft – Please review. |
Use this language in the staff report. |