By Ludo Rubin, Director of Product Marketing Microsoft has powered remote and hybrid workforces for a decade or more. It increased support for these types of workforces over the past two years and drastically improved collaborative efforts and cybersecurity for teams worldwide. With the increased usage of online services, companies have grappled with the question of whether to invest in Microsoft Teams archiving and how to do so.
Companies that must archive business-related chats have no choice in the matter. Instead, their managers question how to tackle Microsoft Teams compliance archiving and how it might affect their businesses. Note that archiving benefits depend on the specific Microsoft compliance solutions used. Consider these general advantages.
Facilitates Comprehensive Archiving and Compliance
Companies often focus their efforts on screen capture for Microsoft Teams, but this alone cannot ensure compliance. That’s because Microsoft Teams branches off into separate channels that generate data, making matters even more complicated. These include SharePoint, Azure, OneDrive, and Exchange services. There are also several different types of data. Here are some examples:
- Chats: Microsoft Teams offers excellent search capabilities for chats, and you can filter searches by the type of content in each chat. You can also save individual chat threads as PDFs.
- Files: The files tab in each channel contains a wealth of knowledge about projects and discussions. Files are generally easier to find because they live in specific channels rather than being scattered throughout the conversation history.
- Audio and Video: The audio and video recordings of each meeting are stored in the channel where the meeting took place.
Consequently, more comprehensive solutions help companies cover all their bases. This, in turn, facilitates improved compliance.
Automates the Archiving Process
With an automated chat archiving solution in place, businesses no longer have to worry about the time-consuming task of manually exporting and saving team conversations. Automated solutions also eliminate worrying about what happens when a Microsoft Team is archived. Managers can instead focus on the following things:
- Who to grant authorized access and why
- When to conduct manual reviews
- What parameters to set for purging and deletion
Reduces the Risks of Fraud
No organization is immune to the risk of fraud and other criminal behavior. White-collar crime is a lot more common than people think. Even more surprising, it often involves people who make six or seven figures working their regular jobs.
INSEAD reports that global economies lose more than $5 trillion to white-collar crime each year. It also identifies the prevalence of white-collar crime as a contributing factor to the growing distrust of corporations.
Automated archiving solutions introduce objectivity to the archiving process, reducing the risk of compromise from individuals with fraudulent intentions. In the event of an investigation, it can also provide proof of what happened and who was involved.
Provides Better Data for Analysis
Companies review chats for several reasons. Customer service is one of the most common. While most companies use Teams for internal communications, some use Teams as a base for their helpdesk. Others might add clients to Teams meetings and chats to improve collaborative efforts.
Managers can review this data to determine how to meet and exceed customer needs. They can also use the data as part of performance reviews. Note that when companies store data involving customers and other third-party users, individuals must receive notification of this before recording the conversations.
Facilitates Easier Response to eDiscovery Requests
Companies must be able to provide data in the event that they face legal action. It’s not uncommon for these requests to come with very short turnaround times. Even when they don’t, companies need an efficient solution to minimize time spent looking for information and maximize time spent strategizing.
An automated chat archiving solution can help you quickly and efficiently respond to such requests. You’ll have all the data you need in one place, making it easier and faster to comply with discovery requests. Prompt responses can also reduce litigation time.
How To Capture and Archive Microsoft Teams Records
You will need more than just Microsoft Teams screen capture to retain the data you need without violating user privacy. Choosing the right solution determines smooth implementation, ease of use, security, and effectiveness. Not all solutions can tackle more than Microsoft Teams archive chat, so be sure to confirm exactly what type of media the software archives and from what Teams workloads.
At LeapXpert, we automate the capturing and archiving process to reduce friction in the recording, retention, and deletion process. We make it easy for the enterprise to archive Teams chats through consumer messaging apps without disrupting workers. Book a demo to see our software in action.
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