Report Contents
(U) What OIG Found
(U) Embassy Kyiv did not implement adequate measures to preserve federal records created using eMessaging platforms. Although Embassy Kyiv distributed a Management Notice in April 2024 reminding staff of federal records retention requirements, it did not institute additional measures to ensure staff preserved records created or received using eMessaging applications. OIG also found that many Embassy Kyiv personnel reported using the eMessaging platform Signal to conduct official Department business but did not consistently preserve correspondence in accordance with federal requirements.
(U) This occurred, in part, because Embassy Kyiv records management officials did not prioritize Department requirements for preserving records. For example, Embassy Kyiv officials did not consult the Bureau of Administration or obtain its authorization to use Signal, did not assess the extent to which Signal was being used by embassy personnel to conduct official business, and did not issue a Management Notice to remind staff of federal records retention requirements when using eMessaging applications until April 2024, even though Signal had been adopted for use at Embassy Kyiv in August 2022.
(U) Embassy Kyiv personnel also did not consistently preserve electronic messages (eMessages) because current guidance for preserving and protecting Signal messages used for official business is insufficient. According to both Department and Embassy Kyiv personnel, Department procedures for preserving Signal messages are burdensome and do not fully address the technical limitations and information security vulnerabilities that personnel encounter when they attempt to preserve messages.
(U) Until limitations in preserving Signal messages are addressed, the Department remains at risk of losing official records related to Embassy Kyiv’s operations—such as key communications with Ukrainian counterparts and senior officials—contrary to recordkeeping requirements.
Report Terms
Report Recommendations
OIG recommends that U.S. Embassy Kyiv officially designate a Post Records Coordinator to regularly review post’s records management practices and liaise with embassy sections on records management requirements, as required by 5 Foreign Affairs Manual 418.9.
OIG recommends that U.S. Embassy Kyiv (1) develop and implement post-specific guidance on federal recordkeeping responsibilities, including the definition of what types of electronic messaging communications must be retained to comply with federal records retention requirements as well as direction on how to preserve records received or created on electronic messaging platforms and (2) develop and implement a procedure to periodically communicate the guidance to post personnel and keep the guidance updated on Embassy Kyiv’s SharePoint page.
OIG recommends that U.S. Embassy Kyiv develop and implement internal controls to ensure that post records management officials routinely liaise with post sections on records management requirements, remain aware of the extent to which electronic messaging applications are used to conduct Department of State (Department) business, and implement internal policies to promote the preservation of records on electronic messaging platforms in accordance with Department requirements.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Diplomatic Technology and Bureau of Diplomatic Security, assess the extent to which electronic messaging applications, including Signal, are used at posts worldwide to conduct Department of State business.
OIG recommends that the Bureau of Administration, in coordination with the Bureau of Diplomatic Technology and Bureau of Diplomatic Security, determine the availability of acceptable alternative procedures and methods for preserving federal records from electronic messaging applications by (1) identifying alternative methods for preserving records from electronic messaging applications without export functions and (2) determining whether replicating electronic messaging correspondence in cables, emails, or official reports is an acceptable alternative means of preserving records of these communications.
OIG recommends that, if alternative procedures and methods for preserving federal records from electronic messaging applications are identified following implementation of Recommendation 5, the Bureau of Administration update the guidance for retaining electronic messages in the Foreign Affairs Manual and Records Guidance for Electronic Messages accordingly.
OIG recommends that, following the implementation of Recommendations 4, 5, and 6, the Bureau of Administration, in coordination with the Bureau of Diplomatic Technology and Bureau of Diplomatic Security, reevaluate the general prohibition on certain electronic messaging applications and update the Foreign Affairs Manual accordingly.