Compliance recording solutions have become a critical tool for many of today’s companies. Staying compliant with industry, local, and federal regulations isn’t just a way for businesses to protect themselves from fines and legal issues. Used correctly, the right strategy can also help companies to get more value out of their data, deliver better customer service, and boost workplace performance.
As the communication landscape evolves, companies are relying on innovative tools to help them securely capture and align data from a range of different platforms, for auditing, training, and security purposes. However, choosing the right deployment option for a compliance tool isn’t always easy.
In today’s world, organizations have the freedom to choose between flexible Software as a Service (SaaS) tools, cloud-based platforms, and even on-premises deployments. Each option comes with various pros and cons to consider. So how do businesses select the right licensing model?
The SaaS Approach to Compliance Recording
Software-as-a-Service solutions for compliance recording are perhaps one of the most popular options for businesses in today’s ever-evolving regulatory landscape. In fact, the global compliance software market is expected to reach a value of $7.1 billion by 2032 alone.
On the surface, SaaS solutions can provide a number of benefits. They offer a highly agile and flexible way to leverage powerful recording, data management, and storage tools, with minimal upfront investment, and flexible pricing. SaaS solutions can be connected to an SBC and/or legacy PBX system, providing businesses with a useful all-in-one environment for collecting various forms of communications data.
There are even companies that offer specialist SaaS solutions for specific communication platforms, such as Microsoft Teams. However, there are possible downsides to this model too. For instance, in enterprise environments where companies need to adhere to specific local or market regulations for how information is captured, and where it’s stored, SaaS tools can sometimes be problematic.
There are also specific privacy regulations which can prohibit businesses from recording specific conversations using SaaS software. In these instances, companies may benefit from exploring a cloud, or on-premises approach to compliance recording.
SaaS recording Pros:
- Pay-per-usage pricing plans with no extra costs
- Flexibility with no vendor lock-in
- Minimal upfront costs for technology
- No hardware management requirements
- No maintenance or updates requirements (as they’re included in the service)
SaaS recording Cons:
- Unsuitable for specific regulations and privacy requirements
- Fixed costs in the long-term
The Pros and Cons of Cloud Compliance Recording
Outside of the SaaS ecosystem, companies still have the opportunity to leverage an agile and flexible approach to compliance recording, with cloud-based services. Leading compliance recording vendors can offer a range of cloud deployment options. For instance, some brands offer access to multi-tenancy solutions, which allow partners to host multiple customers in the same cloud environment.
There are also vendors which can deploy cloud compliance and recording tools within the existing cloud infrastructure utilized by a company. Service providers can take care of everything from the configuration and setup of the solution to application-level support and monitoring.
The cloud can offer similar benefits to a SaaS service, with no hardware management costs, minimal upfront costs, and exceptional flexibility. However, there are downsides to this approach too, as companies often need to manage their own deployment and configuration of virtual machines if partners aren’t able to offer this assistance.
This means finding the right cloud provider, capable of offering consistent support will be crucial to business leaders considering a cloud deployment.
Cloud recording Pros:
- No hardware management costs
- Minimal maintenance fees and concerns
- Perpetual license access
- Exceptional flexibility for agile regulations
- Options can be offered for data sovereignty
Cloud recording Cons:
- Companies may need to manage deployment and configuration
- Maintenance requires businesses to pay for technical contracts
The Pros and Cons of On-Premises Compliance Recording
While on-premises compliance recording might sound like a more old-fashioned option compared to today’s software and cloud-focused solutions, it can offer distinctive benefits. An on-premises solution allows companies to tailor their recording strategy to their specific needs. This means they can ensure they’re addressing the requirements of all internal and industry-specific regulations.
While there are up-front costs to manage with on-premises technologies, and more maintenance and hardware issues to address, companies can benefit from a perpetual license, and even extra support and assistance if they choose the right vendor.
The biggest downside with this strategy is that the customer is responsible for managing the virtual machine responsible for collecting and storing crucial data.
On-premises recording Pros:
- Complete adherence to all regulations
- Perpetual license access
- Support available from the right vendor
- Exceptional security
On-premises recording Cons:
- Customers must manage their own virtual machines
- Business leaders need to manage deployment and configuration
- Reduced flexibility and agility
Choosing the Right Deployment Option
While SaaS might be a popular deployment option for companies investing in compliance recording tools today, it won’t always be the right solution for every business. Ultimately, there’s no one-size-fits-all approach to selecting the right strategy.
Companies need to consider their compliance requirements carefully, how much support they need with configuration and management, and how much of a budget they can devote to keeping their companies compliant. When choosing between the cloud, on-premises deployments, and software as a service, business leaders should ask themselves:
- What are their budgetary restrictions for deploying compliance software?
- How much time can be devoted by internal teams to hardware management?
- Do they have the right professionals in place to configure crucial tools?
- What are the specific local/market regulations they need to adhere to?
- How much flexibility do they need to adapt to changing regulations?
Fortunately, there are companies out there that offer a range of deployment options, ensuring businesses can access the tools they need, in a format that suits them. According to Mida Solutions:
“When it comes to recording in compliance with international privacy regulations, the deployment model can have a direct impact on whether a company complies with them or not. That is why, as ISV developing recording applications since 2004, we take this subject very seriously. As there is no one-choice-fits-all option, what we normally do is understand the requirements and propose either SaaS, cloud or on-premises according to the option which provides more pros than cons.” – Mauro Franchin, CTO at Mida Solutions.
With the right vendor, companies will be able to take a no-compromise approach to compliance, regardless of whether they need a SaaS solution, or a compliance kit deployed on-premises, or in the cloud.
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