blog Case Study

The case for Archiving beyond regulation and compliance requirements.

Archiving is seen as a procedure that only applies to companies that need to follow specific regulations and compliance requirements. The IT bluder in KPMG that deleted 145,000 users’ personal chats in Microsoft Teams gives the verdict to our case.

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What is archiving and why isn’t it so widely spread

Archiving is another way to refer to a trustworthy “back-up” that is also legally valid, ie. in case of a trial, can be used as evidence. Archives remain on separate domains, outside the danger of being altered or deleted.

Having said that, archives are usually seen more as compliance requirements that need special infrastructure, and in simple terms, cost more.

Economic laws tend to indicate that an extra fix cost is unnecessary and therefore it is mostly regulated companies (for example banks, financial institutions, medical institutions) that widely adopt archiving software or systems.

So why isn’t archiving a part of the Unified Communications Software features?

Since archives have a great and strategic value, the issue is about risk diversification rather than technical feasibility. If one goes and gives the same UC vendor the function to archive, when one fails (which is very often) both (UC Service and archive) can fail and provoke bigger losses.

This being said, 3rd party service providers like AGAT, offer Archiving and eDiscovery for Microsoft Teams, Slack, Webex, Zoom and Skype for Business. SphereShield by AGAT works for both messages, files, audio and video, being the most complete solution that can apply eDiscovery for audio recording AI generated scripts or video sharing through special optical character recognition.

Archiving is more necessary than usually thought.

It came to the news that a human error provoked the deletion of around 145,000 users’ personal chats in Microsoft Teams in KPMG, one of the biggest corporations in the world (Get the whole story here). This error is most likely to have come with a high price tag: important data lost, necessary archives gone and the list would still go on.

The necessity to archive (as a back-up) is the millenary necessity to be ready for a rainy day. That is why people sometimes leave their umbrellas in their cars although it could be a sunny day, the benefit outweighs the costs.

It is obvious that human errors like those need to be investigated and new methodologies must emerge to prevent them, but errors will still appear.

Conclusion: archive today, thank yourself tomorrow.

The conclusion is that, unless it will be impossible to afford, archiving has to be part of every company as a standard.

It is right that also employees need to be taught to reduce the amount of crucial information that is shared throughout chats, but that comes with a parable:

It is more effective to put higher fences on a balcony than always be reminding children of how dangerous it is to climb to see what’s below.

Cases like the one in KPMG are easily solved when companies count with archiving policies and data remains safe from human mistakes.

AGAT is offering the most complete solution out there for archiving and eDiscovery that includes both written and audio/video conversations.

Contact Us to see how AGAT can help your company with archiving and eDiscovery

webex guides

How To Use Webex Teams Built In eDiscovery

A practical guide

In this guide we are going step by step on how to use Webex Teams eDiscovery feature and show you another solution that could enhance it

Here is a video with the complete instructions

1. Go to the admin hub

2. Enter your Compliance Administrator credentials

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3. In admin hub go to Troubleshooting

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4. Then go to the status tab

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5. Under tools, click on eDiscovery 

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6. You can search manually or by importing a CSV. 

When generating a report, the ‘AND’ operation will be used to gather data.

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7. You can filter by e-mail addresses or by space names.

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8. Filter by dates. For information older than 3 months you will require the Admin Hub Pro pack.

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8. Give a name to your report and description. Then click Search & Generate Report.

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11. Download and install the eDiscovery download manager

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10. To view your report, click on the download option

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11. It will pop-up the eDiscovery download manager. Sign in with the same credentials used for the Admin Hub.

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12. The download should begin 

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13. Once the download is complete, you will be able to open the containing folder

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13. Unzip the archive

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14.  It will contain .eml files

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15. Each .eml file is a message sent in a space 

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Now that we explained how to use Webex’s built in eDiscovery, we want to show you a solution to deal with more advanced search.
For companies that are looking for more advance capabilities, AGAT as developed SphereShield for Webex. It offers a solution for eDiscovery handling advanced search on various fields.

How to search using SphereShield eDiscovery for Webex

1. Open Your Admin Portal

2. Go to eDiscovery → dashboard

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3. Click on Advanced search

4. Filter by time, participants, session type (Webex Teams, MS Teams, etc.), conversation type (space, meeting, chat), Team Name, Space Name, conversation id, message id, text (keywords), attachments or video recording.

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5. On the left you will have the search results list and on the right the content of the search result.

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6. Keywords will be highlighted. If the result is from a meeting transcript. it will be automatically chosen.

Screen OCR capture of meetings is also available. 

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7. Clicking on the timestamp of the meeting will open the video in a new window and will jump to that point.

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Comparison Table

SpS (SphereShield by AGAT)Webex Native
Search optionsTime, Participants, Session Type (Webex Teams, MS Teams, etc.),
Conversation Type (space, meeting, chat), 
Team Name, Space Name, Conversation Id, Message Id, Text (Keywords), Attachments or Video Recording.
Date, E-mail, Space Name
Search resultsWeb UIDownload Manager 
ReadabilityAll messages appear in the portalEach Space is stored in a different folder, each message is in a different .eml file
Retention policyUser-ConfigurableMore than 3 months require a pro license
ScopeIM, files, Audio, Screen Sharing, VideoIM and Files
DLPIntegrated DLPNo integration

Contact Us for more information

SphereShield eDiscovery for Webex Teams ->