IM Archiving for Compliance
According to the Sarbanes-Oxley Act, an instant message (IM) is considered a “correspondence” just the same as an email. Because of this, records of IMs must be stored for a period of no less than 3 years. Additionally, the passing of Dodd-Frank Act has many serious implications for financial institutions.
Basically, many organizations are legally obligated to archive their IM interactions for compliance purposes. Failure to do so can result in potential litigation. The rules do not state that an organization has to review or approve IM content. However, regardless of the content, the IM must be stored.
The ability to archive IM interactions is a welcomed addition to an already successful suite of collaboration solutions from ISI and Verba Technologies. Specifically, archiving of IM interactions will ensure a company stays compliant with all federal mandates.
How does IM archiving work?
Archived IM conversations are displayed using the same interface as voice and video recordings. All of these interactions are archived together and IM sessions are searchable as rich text/HTML. This offers a timeline view of complex conversations where the session starts with IM and is escalated into a call. It is the only way to provide a comprehensive trail of interactions for compliance purposes.
Archiving IM interactions provides the following features for compliance regulation:
Since call, video, Telepresence, and IM conversations are housed in a central repository, users can retrieve archived IM interactions alongside other recordings. This provides a single search experience for accessing all records needed for compliance purposes.
Full Text Search
Search through millions of messages by user, client, or keyword. Drill down to an exact conversation, and access complete transcripts of conversations if needed.
Decide who should be recorded and when. Compliance archiving can be precise to individual, enterprise, or departmental needs, or left as an ongoing solution. Conversations can also be archived from the view point of all participants, including one-on-one and conference chats.
Ensure IM users stay on task and are compliant with by monitoring their all interactions in real-time. Much like Silent Monitoring for calls, management can monitor ongoing IM interactions in real-time. This ensures users stay on task and are compliant. Management can also insert a compliance message at the beginning of all chat flows flows (e.g. this conversation is recorded for compliance reasons).
Resiliency / Compliance Stop
IM chat sessions seamlessly continue after network downtime. There are no blank spots in IM archives, and conversations can be prevented if archiving is not operational.
Prescreen IM content before it’s posted to filter out conversations that are unnecessary or potentially do not adhere to the rules governing corporate compliance mandates. This includes the use of speech analytics to pre-filter conversations before manual analysis starts.