# Communications Archiving for State & Local Government

Evaluate communications archiving and investigations for state and local agencies. Review electronic messages, records requirements and deployment constraints.

Source: https://commacompliance.com/government
Last updated: 2026-09-10

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State & Local Government

# Public work leaves a communications record.

Give your records team a place to start.

Explore captured communications, organize investigation evidence and plan around your agency's records and deployment requirements. Bring the records officer, legal team and technology team into the same conversation.

[Discuss your agency's requirements](/get-in-touch)

## 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](https://www.archives.gov/records-mgmt/email-mgmt) and [third-party messaging memorandum](https://www.archives.gov/records-mgmt/memos/ac-23-2025).

## Connect capture with the work of finding records

1.  ### Map the sources

    Identify the email, messaging, calling and file services used for agency business, along with the accounts and content in scope.

2.  ### Inspect captured communications

    Use the archive to find available records from connected sources. Review coverage and permissions for each connector.

3.  ### Organize an investigation

    Link relevant evidence to a case, assign an owner and record its status and resolution. Expanded discovery requires team enablement.

4.  ### Agree on the required handoff

    Establish recipients, output formats and records-management requirements with your records and legal teams before deployment.

Explore [archiving](/compliance-archiving), [policy review](/policy-matching), [e-discovery](/e-discovery) and [administrative configuration](/configuration-and-controls).

## Include shared files in the source inventory

*Image: Comma file archive showing Google Drive shared sources with browse links and a coverage-gaps control*

Shared-file archive with Google Drive sources and coverage controls.

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](/enterprise) sets out the deployment conversation. [Data residency review](/data-residency) 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?

The workflows described here cover communications archiving and investigations. Request intake, disclosure review and any portal integration need to be assessed separately.

Can our records officer participate in the evaluation?

Yes. Include the records officer, legal team and technology team so the demonstration addresses actual record categories, access requirements and requested outputs.

Does Comma currently offer U.S. federal agency deployments?

No. Comma is not FedRAMP-authorized and U.S. federal agency deployments are not a current offering. State and local evaluations should establish their agency's required security evidence, contractual terms and supported controls.

[Explore a procurement review in Timeline](/timeline#procurement-review). 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.

[Get in Touch](/get-in-touch)[Pricing](/pricing)