Recordkeeping violations continue to rise, with fines now surpassing $4bn since 2021 due to employees’ use of unauthorised communication channels. Regulatory bodies have underscored that merely having off-channel policies is insufficient.
As organisations rely on unified communications (UC) platforms like Microsoft Teams, Zoom, RingCentral, and Webex by Cisco, compliance teams face increasing challenges managing the risks tied to employee communications across various features, from chat and voice to file sharing, GIFs, and SMS.
Theta Lake addresses these compliance challenges with a comprehensive capture solution covering all UC platform features. Through seamless integrations, Theta Lake simplifies compliance for organisations, enhancing IT efficiency and minimising risks. Yet, beyond capture, an effective compliance environment requires robust tools for monitoring, reconciliation, and timely detection of risks. This is especially important during audits, where having a solid compliance framework can save organisations substantial time and resources in daily operations.
According to Theta Lake’s 2024 Annual Survey, 58% of respondents cite “record-keeping, reconciliation, and reporting challenges” as their main source of dissatisfaction with existing communications compliance solutions. Many archiving platforms struggle to keep up with the demands of modern UC platforms, making reconciliation a pressing need. Effective reconciliation not only satisfies regulatory requirements but also bolsters the efficiency of related processes like search, supervision, surveillance, and eDiscovery. To support this need, Theta Lake offers three reconciliation methods to ensure that all communications data are properly captured:
- Accessing “view records vs. captured records” graphs on the Unified Capture home tab.
- Running reports directly from the Unified Capture home tab.
- Leveraging the Theta Lake API to develop custom reconciliation tools, enabling comparisons between Theta Lake data and UC platform records.
Another critical challenge in UC compliance is configuration drift, which occurs when settings are altered without following the correct protocols. This can lead to increased IT costs, as teams may spend time manually reviewing configuration changes to ensure compliance. With Theta Lake’s Unified Capture solution, organisations can monitor any adjustments to UC platform settings through an activity log, tracking who made changes and which settings were modified. Furthermore, Theta Lake provides real-time alerts when configurations shift, allowing compliance teams to respond swiftly and avoid risks associated with unapproved changes.
Theta Lake’s reconciliation capabilities, paired with configuration drift monitoring and alert functions, offer a robust solution that assures compliance teams their capture environment is operating effectively while promptly identifying potential risks.
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