COMPLIANCE: IMPORTANT OWNERSHIP CHANGES WHILE ADAPTING FOR FLEXIBLE REMOTE WORKFORCES

Managing ever-growing regulatory demands was tough even before COVID-19. Now controls have to cover a remote workforce using increasingly diverse collaboration tools and messaging apps. And compliance is no longer solely a company responsibility. UK regulators are also coming after individuals under Senior Managers and Certification Regime (SM&CR) legislation.

 

Discussed in detail in our white paper, here are the key takeaways for board members, compliance leaders and IT managers.

 

Technology: friend or foe?

Home or hybrid working looks set to stay. One year on from the first national lockdown the FCA has made it clear UK firms have had ample time to put compliance recording measures in place for remote workers. That’s easy to say and hard to do. Especially when they’re using more devices and channels than ever before.

Old-world surveillance technology focused mainly on phone, mobile and email. Today, the only way to ensure continuous compliance is to record and monitor all business-related communications across all channels on all devices – phone, PC, laptop, tablet and mobile. Increasingly, this includes interactions over video platforms like Teams, Skype and Zoom plus messaging apps like WhatsApp, Signal, Telegram, LINE and WeChat.

Also, in the case of financial firms, all communications relating to deals and investment must be recorded and kept – even if they don’t result in a financial transaction. That’s a lot of data storage. And a lot of unbudgeted expense.

Raised stakes

SM&CR rules firmly place senior managers on the front line. They are personally accountable for their actions with the threat of misconduct investigation, fines, prosecution and possible suspension or dismissal. While effective governance models with clearly defined roles, responsibilities and processes go a long way to helping, they still don’t solve the basic problem. Your clients want to choose how and when they engage with your business. However, unless you can monitor and record conversations, you can’t offer those services, leaving your company out in the cold and falling behind rivals who can.

When I talk to our customers, they’re understandably spooked. Some are looking to get started with a specific solution for, say, capturing calls on Microsoft Teams. Others want to simplify a spaghetti of legacy compliance recording, archiving, and reporting products. It’s not uncommon for PBX recordings to reside in one archive, Trader Voice in another, emails in another, IM chat messages in another, and so on. Standalone systems with multiple archives can be spread across various regions and legal jurisdictions.

Assuring the compliance journey

At DoubleEdge we have market-leading solutions and experts to assist at all points of the compliance journey. Our professional services team provide assessments and end-to-end solutions including MS Teams deployments, from licencing and solution design to PBX integration and compliance recording.

Along with maximising savings from retiring legacy systems, we help customers avoid hidden pitfalls and gotchas. For example, by designing always-on solutions for only those employees who need to be recorded, not those who don’t. So, there’s no need to over-engineer storage for peak loads such as a large weekly Microsoft group call. Storage costs are further minimised through automated record de-duping. Total cost of ownership and bandwidth are also lowered using technologies to reduce file size and frame rates.

Using AI automation we take the heavy lifting out of tasks like transcription, translation and proactive monitoring. And we boost ROI with infrastructure-related features like permissions-controlled access, active-active resilience across geographies, and PowerShell scripts to cut deployment times from days to hours.

So, however daunting compliance recording may appear, our customers are in safe hands.

To discover how DoubleEdge is helping customers find the right solutions, call 44 (0)20 3137 8460 or get in touch at info@edge-edge.co.uk

Further Reading

White Paper: The Changing Face of Compliance

Fulfilling FCA, MiFID II, FINRA, GDPR and countless other regulations is nothing new for brokers, banks, hedge funds and other financial organisations. They’ve been doing it for years.

Now compliance controls cover a remote workforce using varied collaboration tools and messaging applications. Penalties are also no longer confined to businesses. UK regulators are coming after individuals under Senior Managers and Certification Regime (SM&CR) legislation.

Essential reading for board members, compliance leaders and IT managers, this white paper explores the practical steps companies can take to ensure continuous compliance across their communications estate, including WhatsApp, Microsoft Teams and other emerging channels.

Report: The 7 Ways To Record WhatsApp For Compliance

With 2 billion users and over 100 billion messages being sent every day, WhatsApp is the most popular instant messaging application in the world.

Factor in the increased usage sparked by global lockdowns and the growing trend of remote working, it’s easy to see why many businesses in heavily regulated sectors such as Finance, Banking, Energy, Commodities Trading and Insurance are looking to find a solution to capture these communications in order to gain a competitive edge while remaining compliant.

As it is encrypted end-to-end, WhatsApp cannot be recorded using traditional methods. But, if your business is looking for a way to compliantly capture and archive its employees’ new ways of working, this report outlines the ways in which this can be achieved.

About DoubleEdge

DoubleEdge is a leading provider of cutting edge, tailored IT & telecommunications solutions. Based in the City of London, DoubleEdge have 4 main lines of business - Voice, Mobile, Data and Compliance. VOICE: Hosted telephony, SIP, telephone systems, conferencing and collaboration solutions. MOBILE: Bespoke business mobile contracts, mobile device management, cost consultancy and contract negotiation. DATA: Basic internet access, WiFi, Multi-tenant connectivity solutions, MPLS, VPLS and network security. COMPLIANCE: Recording, archiving and e-discovery (fixed line, mobile, WhatsApp), holistic voice, e-comm and trade surveillance solutions.