Question: Retention of Customer Service online text chat messages

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Keywords: text chat retention

'm looking for guidance, suggestions, best practices with regard to the retention and handling of on-line text chats generated during customer service support interactions. The on-line text chat sessions are used to help resolve customer queries and will also be used to assist our organization in capturing knowledge of trends, questions and solutions to enhance future customer service experiences and build a "body of knowledge" to be used by our customer service team. Our perspective is global, with an initial focus on Canada and the USA.
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Customer interactions are usually considered Records that will need to be retained at least 5-6 years. In general, on-line text chats that are considered Records are asked to be recorded in either an application or copy into an office document and stored in a Record Management system.
Additionally, regardless of whether it is defined as a Record or not, these interactions are tagged with key words and categorized in our knowledgebase, which is a resource open to everyone in our organization for their own research and inquiry.
Learnings for us include .... take sometime upfront to set rules on what satisfies as a online text chat Record, have someway to spot check or QA the country metadata so appropriate regulations / retention can be applied correctly, and widely publicize your knowledge base, not only during the initial kickoff and implementation but also throught out the sustaining organization to enhance usage rate.

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I suggest 3yrs unless you identify a regulation on your business that is longer. Keeps system cost down and you should be able to identify trends within weeks/months. The rolled up trend data could be kept longer but globally, retaining customer PII information is a hot button. The newer ECM systems are worth a look now as they are becoming pretty good at reading/understanding concepts and can learn to quickly identify issues/trends. They may be able to show trends within days if enough calls come in.

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