Texting Initiative Recommendations for Privacy Protection

Presented by the Digital Experience and Infrastructure (DE&I) Texting Working Group

The DE&I Texting Working Group has based the following recommendations on both research and our experience and collaborative efforts. These recommendations are preliminary guidelines that we will hone and finalize into more comprehensive, formal documents. Once finalized, these guiding documents will be shared across the university in a phased approach for adoption. 

  • Limit the number of texting tools used at Ohio State to as few as possible.
  • Complete an inventory of units that are texting and the solutions they are using, so the university can track and manage texting activities.
  • Collect consent from recipients prior to texting. This includes oral consent for person-to-person texting on mobile devices and expressed consent when communicating via a tool (or auto dialer).
  • Allow recipients to provide consent to a specific Ohio State unit or campaign and opt out of other units or campaigns in the short term.
  • Allow recipients to manage preferences and provide consent on a communications preference page in the long term.
  • Allow recipients to opt out of all automated messages via a communications preference page in the long term, even if senders use different tools to send texts.
  • Respect the specifics of recipient consent; it only applies to the specific units or campaigns to which the recipient has agreed.
  • Use consistent language across the university in welcome and confirmation messages.
  • Never request or share confidential information via text messages.
  • Determine record retention requirements for texting communications.
  • Publish university-wide texting terms and conditions.