The channel does not decide whether the record matters
Public business can take place in email, text messages and collaboration tools. A records program needs to account for the systems employees use and the information those systems hold.
NARA states that federal agencies must manage their records, including email and electronic messages. Its guidance addresses recordkeeping on third-party messaging applications. These federal requirements provide context for a federal agency evaluation; state and local agencies must establish their own applicable rules. NARA electronic messages guidance and third-party messaging memorandum.
Connect capture with the work of finding records
Map the sources
Identify the email, messaging, calling and file services used for agency business, along with the accounts and content in scope.Inspect captured communications
Use the archive to find available records from connected sources. Review coverage and permissions for each connector.Organize an investigation
Link relevant evidence to a case, assign an owner and record its status and resolution. Expanded discovery requires team enablement.Agree on the required handoff
Establish recipients, output formats and records-management requirements with your records and legal teams before deployment.
Explore archiving, policy review, e-discovery and administrative configuration.
Include shared files in the source inventory
Messages and files can provide different parts of the same account. Confirm which sources can be connected, which versions and events are available, and how the investigation team will find the material it needs. Coverage must be established per source.
Bring procurement requirements into the technical evaluation
| Agency requirement | What to establish together |
|---|---|
| Records scope and schedule | The relevant record categories, agency-approved schedules and the controls available for them. |
| Identity and review access | Account provisioning, administrative roles and who can inspect communications. |
| Data location | Required regions for records, processing and backups, including capture infrastructure. |
| Request and investigation outputs | The formats and scope needed by records staff, counsel or other recipients. |
| Procurement and security | Required authorizations, assessment evidence, contractual terms and any unresolved requirements. |
Enterprise planning sets out the deployment conversation. Data residency review addresses storage, processing and copies together. A recorded jurisdiction preference does not establish an operating deployment in that location.
Evaluate a concrete workflow
Bring a sample records question, an inventory of approved communication tools and your required output format. We can demonstrate how available archive and case workflows fit the question, using demonstration content.
Evaluate Comma for state and local agency communications against your procurement requirements. Comma is not FedRAMP-authorized and U.S. federal agency deployments are not a current offering. Establish the security evidence, contractual terms and supported records controls needed for your agency. Public disclosure decisions, exemptions and filing obligations remain with the responsible agency team.
Frequently asked questions
Does Comma provide a public-records request portal?
Can our records officer participate in the evaluation?
Does Comma currently offer U.S. federal agency deployments?
Explore a procurement review in Timeline. Follow a procurement officer and supplier contact across email, Teams, call activity and supporting bid material in a fictional municipal example.
Bring a records question we can work through.
We'll demonstrate the archive and investigation workflow, then map the remaining records, security and deployment requirements with your team.