Richard
Businesses need to keep a record of all communications to ensure compliance. These include emails, video conferences, and official reports. But perhaps some of the most important conversations are kept in text messages.
Unlike other means of conversing, texts do not have a save or print button to help you capture them quickly. Fortunately, there are many effective ways to ensure compliance for text messages.
Take Screenshots
The most common way of instantly capturing text messages is through screenshots. All smartphones can take snaps of their screens, making this method accessible to all operating systems.
Depending on the phone, you may tap or swipe in a certain direction or press the home, volume, or power buttons to take a screenshot.
The only downside to screenshots is that they may be a hassle for your employees to do and compile, especially when they send and receive dozens of conversations daily.
Convert into PDF
If you’re uncomfortable keeping your captured text messages in image form, you can try converting them into PDFs. PDF files are easier to store and are less prone to tampering. Converting also keeps your images from consuming too much space in your phone’s photo gallery.
Some phones – mainly iPhones – can convert selected screenshots into PDFs by tapping the share button and pressing save to files. If your phone does not have this option, you can download plenty of conversion tools from the web.
Copy and Paste to Notes
You can also save your messages into your phone’s notes application for more organized captures.
Long-press on any message to copy them, then open the notes app to make a new note where you can paste the text. Like images, you can also convert these into PDFs.
Though more organized and uses less space, individual copy-pasting of messages may be tedious.
Send to Another Number or Email
A great way to send messages from another device is via texting or email.
Text messaging applications allow users to forward their conversations to another number. This is quick and does not require creating individual copies for sending.
Plus, you can forward your chats to email.Select any message you wish to send, then click share. Choose the email option, then send.
Please note that messages captured with this method are not accepted in court.
Use an Archiver
While these other methods suit casual capturing, they are typically unacceptable for legal and official purposes. It would be better to have software designed for capturing text messages.
Archives are tools third-party service providers offer to help businesses record and store all text messages instantly. The conversations are automatically converted to the desired file and stored safely in a database for later retrieval.
LeapXpert has since helped businesses comply with responsible business communications with reliable text archiving solutions. Book a demo today to learn more.
