IM feature on phones helps state sidestep open records law
HARRISBURG — Trainers are telling state workers learning a new phone system that they can use an instant-messaging feature to avoid citizens' public record requests, the state's open records director told Gov. Tom Corbett in a letter.
“During several different training sessions for the implementation of the new statewide telephone system, state employees were specifically instructed that certain telephone messages and instant messages on this system are not subject to the state's open records law,” wrote Terry Mutchler, executive director of the Office of Open Records. It happened in at least four training sessions, she said.
In general, phone records are covered by the 2008 law, Mutchler wrote.
But “there's no way to retain” so-called instant messages, which are intended for “quick, routine communications,” said Dan Egan, spokesman for the Office of Administration, an agency under Corbett.
Under the law, only “obtainable” records are subject to public release, said Melissa Melewsky, attorney for the Pennsylvania Newspaper Association.
Use of technology to circumvent the law would violate the spirit of Pennsylvania's Right to Know Law, several First Amendment advocates said.
“It's a completely inappropriate way to use technology to avoid accountability,” Melewsky said. “It invites abuse.”
Egan would not specifically say whether workers have been told in training that instant messaging is a way to avoid Right to Know law requests. Instructors stick to a slide presentation and answer questions only about “features and functionality of the phones and technology,” he said.
“We are training nearly 57,000 employees on the new phone system,” Egan said. “I cannot vouch for what transpires in every single class; I can only tell you what information is supposed to be presented to employees and what I have witnessed in training myself. I have not seen the letter you are referring to, but if there is incorrect information being conveyed to employees, we are of course very concerned and will take immediate steps to correct it.”
Mutchler did not return phone calls on Thursday.
The training overseen by the Corbett administration is the latest example of government officials potentially using technology to circumvent state and federal disclosure laws. In New York, Gov. Andrew Cuomo's aides send untraceable messages on BlackBerry phones, according to The New York Times. House Republicans complain that White House aides in the Obama administration conduct business on personal email.
“This is an important issue, and we are seeing it arise all around the country,” said Kenneth F. Bunting, executive director of the National Freedom of Information Coalition based at the University of Missouri. “With email becoming the prevalent means of written communication, the lengths and machinations to which some government agencies will go to hide them from public view are mind-boggling and disturbing.”
There is another side, however, said Tom Baldino, a political science professor at Wilkes University in Wilkes-Barre. In a democracy, a delicate balance exists between officials having flexibility in decision making and the public's right to know, he said.
Concerns that extreme options considered during decision making would later be second-guessed if records are revealed may “cast a pall over the decision-making process,” Baldino said.
Governors and lawmakers want advisers to present options without fear they will be thrown back at them during re-election, he said.
Legislative fights over electronic records, including emails and text messages, have surfaced in New Mexico, Iowa, Kansas and Utah, Bunting said.
Pennsylvania law “requires access to electronic records,” said Kim de Bourbon, executive director of the Pennsylvania First Amendment Coalition. “There's no mandate that records be kept.”Legislators need to update open records laws such as the one in Pennsylvania to keep up with technology, de Bourbon said.
Egan cited training materials saying that only authorized users may use the IM technology within the state system.
“Remember, it is the content and business value of a communication, not its format that determines its status as a record or non-record, as well as whether the record is transitory or has lasting value,” employees are told. Email should be used for producing “records of lasting value.”
The new phones utilize voice-over-Internet technology, Egan said.
Phones are being replaced under a seven-year, $65 million-a-year contract with Verizon, signed under former Democratic Gov. Ed Rendell. It remains in effect through 2016. Savings will be realized through the new technology rather than existing phone lines, Egan said.
Brad Bumsted is state Capitol reporter for Trib Total Media. He can be reached at 717-787-1405 and email@example.com.
Show commenting policy
TribLive commenting policy
You are solely responsible for your comments and by using TribLive.com you agree to our Terms of Service.
We moderate comments. Our goal is to provide substantive commentary for a general readership. By screening submissions, we provide a space where readers can share intelligent and informed commentary that enhances the quality of our news and information.
While most comments will be posted if they are on-topic and not abusive, moderating decisions are subjective. We will make them as carefully and consistently as we can. Because of the volume of reader comments, we cannot review individual moderation decisions with readers.
We value thoughtful comments representing a range of views that make their point quickly and politely. We make an effort to protect discussions from repeated comments either by the same reader or different readers.
We follow the same standards for taste as the daily newspaper. A few things we won't tolerate: personal attacks, obscenity, vulgarity, profanity (including expletives and letters followed by dashes), commercial promotion, impersonations, incoherence, proselytizing and SHOUTING. Don't include URLs to Web sites.
We do not edit comments. They are either approved or deleted. We reserve the right to edit a comment that is quoted or excerpted in an article. In this case, we may fix spelling and punctuation.
We welcome strong opinions and criticism of our work, but we don't want comments to become bogged down with discussions of our policies and we will moderate accordingly.
We appreciate it when readers and people quoted in articles or blog posts point out errors of fact or emphasis and will investigate all assertions. But these suggestions should be sent via e-mail. To avoid distracting other readers, we won't publish comments that suggest a correction. Instead, corrections will be made in a blog post or in an article.
- NFL notebook: Goodell won’t recuse himself from Brady’s appeal
- Gameday: Pirates vs. Mets, May 23, 2015
- Butler Township commissioners to consider new zoning regulations on gas well pads
- Sophomore standouts Wiltrout, Geist shine at PIAA meet
- Pirates’ McCutchen laughs off pay stub leak
- Review: Bricolage’s ‘Saints Tour’ is creepy, on-the-move theater
- Indianapolis 500 notebook: Injury forces another driver out of Indy 500
- MLB notebook: Brewers reliever Smith suspended 8 games for using foreign substance on arm
- Fighting the scourge of cucumber beetles and deadly bacterial wilt
- Washington County native to lead Farmington arts center
- Slippery Rock library gains money match to replace undersized home