Technology changes the way we do business. These days, most businesses have moved from paper files to paperless offices. Rather than sending correspondence to business partners, we “pdf” documents and email them. The newest trend is the move from internal email communications to messaging.

Messaging is used to communicate among staff members, and between management and staff. There are advantages. Real-time collaboration can lead to greater productivity. Staff members can gain greater access to managers, leading to a more congenial work environment. Employees who may be too shy to speak in face-to-face meetings are often more willing to contribute in a chat discussion.

Facebook’s newest business networking platform, Facebook at Work featuring Work Chat, was discussed in a recent BBC article (http://www.bbc.com/news/business-34911118). Facebook is getting in on workplace chatting along-side messaging services such as Chatter, Slack, and Yammer. The article praises the streamlining of internal communications and cites the efficiencies of workplace chatting. Certainly, cutting the number of emails that flood our inboxes every day is a step-forward for most employees.

However, messaging creates challenges for businesses that should not be overlooked. For one, the security of the messages must be considered. Proprietary and confidential information is being exchanged. Where and how are the messages being stored? Your company must work with its Enterprise Storage Network provider to determine how to protect itself from unintentional dissemination of confidential information.

In the legal profession, we are still developing the best practices and procedures to navigate the new world of e-discovery. Gaining access to employee messages may provide a treasure trove of information on internal company procedures and who-knew-what-when, information that is traditionally difficult to pin-down without costly depositions. This presents a challenge to companies given the informal nature of messaging and the lack of control over the contents of messages. If management knows these chat discussions are discoverable and may have to be produced at some time in the future, will they be as enthusiastic in adopting this new trend?

As with most innovation, a careful step forward is also the wisest step forward.