Webex has announced a new data retention policy. Starting this March, all meeting data (including recordings, transcripts, and messages) will no longer be stored for an unlimited time.
Enterprise customers who were previously on the standard license could not set a custom retention value for the data as the default and the only option is indefinite retention.
Starting on March 8th, data will only be stored for a maximum of 360 days. But what if you need to store it longer for compliance requirements?
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What changes will take effect for standard license customers?
For messaging data (messages, recordings, files, whiteboards, etc.), the default retention will be set to 360 days, with the option to customize the preset retention from 1 day to a maximum of 360 days. If a user deletes content, Webex will retain it until the end of the retention period for compliance purposes.
For post-meeting data, the default retention will be set to 360 days, with the option to customize the period from 7 days to a maximum of 360 days. Meeting recordings deleted by the host or site administrator will be moved to the trash and purged from the system within 30 days.
Why do these new retention requirements go into effect?
Webex’s purpose in creating these new requirements is to establish a retention policy that can make it easier for organizations to control the amount of personal information they have and keep it safe.
According to Webex, deleting information that is not needed helps comply with personal data protection legislation.
But this is not entirely true.
In the current context, companies face the challenge of knowing and complying with complex and demanding data protection and financial regulations depending on the sector in which they operate or the location of the customers they do business with, such as MiFID II, GDPR, PCI DSS, Dodd-Frank Act or CCPA.
It is important to note that these regulations provide for the recording of all those omnichannel communications that have commercial purposes and require the recording and retention of data for a period longer than one year.
What if you need to keep your recordings stored longer for compliance reasons?
Webex calls have to be recorded and stored for regulatory reasons if you use this platform to connect with customers, obtain their data and consent, and provide services to them.
Cloud call recording technology solutions such as Recordia allow you to make these recordings from Webex, and even from any other channel, in a secure and responsible way, complying with international data protection regulations.
To choose a complete recording solution you should consider some details. These call recording solutions must be able to provide mechanisms to access, manage and store data securely for as long as required by regulations. In addition, they must help ensure that data remains unalterable, auditable, and fully erasable if there is no legal or regulatory reason to process and preserve it any longer.
How do cloud recording solutions like Recordia ensure call compliance in Webex?
- They capture call recordings from Webex but also from multiple platforms at the same time.
- They manage recordings in a secure permission-based environment and comply with the most stringent international data protection standards.
- Provide value-added tools that enable the use of recordings to enhance existing systems and business processes.
- Offer scalability in terms of simultaneous recording and storage.
Complying with regulations while gaining additional benefits
Having an action plan and tools in place to make companies compliant with these regulations is essential for business continuity.
Currently, in the market, there is high-tech omnichannel communications recording software, whose retention, custody, and retrieval conditions solve the challenge of compliance in highly regulated and monitored industries, such as the financial sector.
Recordia solution for Webex
Recordia enables the ingestion of current Webex recordings, both video and audio and audio-only, and securely stores them for as long as you want before they are deleted.
- Automatic and permanent recording, including the ability to record mobile devices.
- Unified Interface: A single recording and storage platform for Webex, conversations created in Cisco UCCX, and other environments.
- Security: Recordia allows indexing all interactions with accessible metadata and determining customized privileges for each user.
- Compliance: all interactions are recorded securely, for as long as necessary, and with the highest encryption. This enables compliance with international data protection regulations.
Find out more about our solution for Webex and how to always comply with the regulations by clicking here.