Short Answer 
To identify government records on mobile devices, first understand that a government record relates to agency operations and is retained for documentation. Next, analyze the context and content of communications, distinguishing those that are relevant to government duties from personal messages. Finally, ensure that only substantial agency-related communications are classified as records, while personal messages do not qualify.
Step 1: Understand what constitutes a government record
A government record is any form of communication that relates to government business, is created or received by a government employee, and is retained for its value. This means that not all messages or communications on a government device qualify as records. Key criteria include:
- Relevant to agency operations or activities.
- Created or received by government personnel.
- Preserved for documentation purposes.
Step 2: Analyze examples of communications
Assess the context and content of messages to determine if they qualify as government records. Here’s how to evaluate some common scenarios:
- Sending a news article: This counts as a government record because it discusses agency business.
- Personal observations: Sharing work-related insights qualifies as a record if they contain valuable information regarding agency decision-making.
- Logistical texts: Messages like arranging meetings can be a record, depending on whether they hold substantive agency information.
Step 3: Distinguish between personal and governmental communications
It’s crucial to differentiate between personal messages and those that pertain to government duties. For example:
- A message like “Have a good weekend!” is personal and does not qualify.
- Forwarding personal benefits information to yourself is also not a governmental record.
- Messages related to official schedules may be records, based on context.