As more and more companies realize the need to archive all messages containing confidential work-related content, the number of vendors selling this type of platform also continue to grow.
That said, it’s crucial for companies and organizations to know the important features and capabilities that a mobile communications archiving platform should have to guarantee that they’ll be able to select the one that best addresses their business needs, and will help them remain compliant with standard practices and regulations within their respective industry.
While there are no universal features or design options which guarantee an effective mobile communications archiving, there are several essentials and even required things which should not be ignored when selecting this kind of platform for your business. Read on to learn the several features which will help improve your SMS message archiver usability and increase its efficiency.
- Instant Archival
In the 2016 report by Osterman Research, it was revealed that the number one problem encountered by most organizations in terms of their archiving capability is increasing the backup and restore times of their current archiving platform.
That said, having the Instant Archival feature means that a mobile communications archiving solution can backup messages as they were being sent and delivered to your employees’ devices – thus making the backup times virtually nonexistent at all.
This feature is extremely essential as it ensures that all mobile communications taking place within your business are being stored in a secured archiving database, leaving no chance for your employees to tamper or delete the content of the message that may contain information that can affect the reputation of your business, or the safety of your employees.
- End to End Message Encryption
Another indispensable feature that your mobile communications archiving solution should have is the end to end encryption. Basically, this feature ensures that messages business’ mobile communication network is protected against potential interference from outside party who might steal valuable information from your company. This feature can be very beneficial if your employees regularly send confidential files through their mobile devices.
- Search Capabilities and Audit Logs
This feature can be very useful when a legal department, in response to an e-discovery, or a request from a regulatory agency asked for the records of all SMS communication that have taken place in your business within an elapsed time.
With this feature, you’ll be able to retrieve and all messages using a variety of query such as keyword, phrase, date, time, from/to, and delivery status – so that you can hand them over to the authorities more immediately, thus speeding up the litigation process.
- Comprehensive Reporting
A mobile communications archiving platform that has a comprehensive capability should be able to generate reports automatically, allowing you to keep track of all text messages sent by each employee from all levels of your organization.
With this feature, you’re rest assured that flagged messages, unmapped devices, and other violations of communication policy are monitored, communicated, and will be acted upon by the management and concerned departments of your company.
- Dual User
This feature is essential if your organization has a BYOD policy in place. Having a dual user capability allows you to set up two users in your company-issued of BYOD device: Personal User and Work User. This means that your employees can continue to use their device for personal communications without fearing that their being monitored by your IT department. Likewise, they can also confidently communicate confidential information with their colleagues.
These are just a few of the most vital features that your mobile communications archiving solution should have. Other features that you should be looking for are storage options, alert functions, integration to email archive, and flexible deployment, but these will already depend on your business preferences. So, which of these features you think is the most important to your organization? Let us hear your thoughts!