(U) Audit of U.S. Embassy Kyiv, Ukraine, Records Retention for Electronic Messaging

Date Issued

Wednesday, January 29, 2025

Submitting OIG

Department of State OIG

Agencies Reviewed/Investigated

Department of State

Components

Bureau of European and Eurasian Affairs

Report Number

AUD-GEER-25-10

Report Type

Audit

Location

Kyiv
Kyiv city
Ukraine

Number of Recommendations

Questioned Costs

Funds for Better Use

Report updated under NDAA 5274

External Link

https://www.stateoig.gov/report/aud-geer-25-10

Open Recommendations

This report has 4 open recommendations.

Recommendation Number	Significant Recommendation	Recommended Questioned Costs	Recommended Funds for Better Use
4	Yes	$0	$0
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.
5	Yes	$0	$0
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.
6	Yes	$0	$0
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.
7	Yes	$0	$0
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.