We’re living in an increasingly digital world. Evolving solutions in the cloud, software applications, and internet-based tools have transformed the way we work and live. These tools are also having a dramatic impact on the amount of data we produce and manage each day.  

Unified Communications tools, for instance, provide businesses with access to a synchronised ecosystem, where staff members can share knowledge, collaborate, and innovate across multiple platforms. However, these platforms are also responsible for managing huge amounts of data, from personal customer details to crucial business intellectual property.  

As businesses transform, UC platforms and collaboration tools are becoming the target of countless cyber criminal attacks and fraud cases, forcing companies to rethink how they can protect data, and remain compliant with an evolving range of compliance standards.  

So, how do businesses leverage the benefits of UC solutions, without compromising on compliance? 

Step 1: Examine Compliance and Security Risks 

Minimising security and compliance issues in the modern UC environment starts with defining crucial threats and regulations. First, business leaders will need to define which compliance standards they need to adhere to when managing communications data.  

Depending on a company’s industry and location, crucial compliance frameworks can include everything from HIPAA (for healthcare) to California’s CCPA guidelines. One common area many companies will need to focus on is GDPR, the regulatory guidelines which influence how data should be managed, shared, and stored in the EU and UK. These guidelines also apply to any company working with members of the European Union.  

Defining which compliance guidelines apply to each company will help business leaders to audit their ecosystem based on the regulations they need to follow. Assessing compliance frameworks can also make it easier to define potential risks in the UC landscape, such as: 

  • Breaches caused by human error, such as storing data incorrectly 
  • Data sovereignty problems caused by storing data in the wrong country 
  • Information management risks caused by technology silos and distributed apps 
  • Security problems associated with hybrid work and network connections 
  • Data losses prompted by unsecured technologies 

Ken McGuinness MBCI, Business Continuity Expert at Allendevaux & Company says: “By adopting ISO/IEC 22301, companies can establish a robust and proactive business continuity management system. Minimising disruption, safeguarding your reputation and ensuring long-term success is only possible when companies identify the risks and plan for disruptions instead of hoping they’ll never occur. Embracing business continuity is not just a choice; it is a strategic imperative for every organization that values the integrity, trust, and longevity of their digital assets.”  

Step 2: Create a Comprehensive Security Plan 

According to Frost and Sullivan, Security is one of the biggest concerns for almost half of all companies investing in UC technology. Minimising security and data loss issues means implementing a comprehensive plan, based on the discovery of threat vectors in the UC landscape. 

Using the information collected about compliance guidelines and potential risks in the step above, business leaders can begin to build a UC security plan which covers all aspects of data protection, management, and collection. For instance, this plan might include: 

  • Encryption standards: Guidelines for determining how conversations across various channels should be encrypted to defend business and consumer data. Implementing encryption standards can help businesses to maintain compliance, by choosing the right UC vendor, based on their use of encryption technology and algorithms like TLS and SRTP.  
  • Policies and Access Controls: Implementing Information Security Management Systems (ISMS) and role-based access controls can help businesses to ensure that crucial data is preserved and kept safe throughout the UC landscape. Companies can implement comprehensive policies for every employee to follow, wherever they might be.  
  • Technology requirements: An effective security policy may include determining which technologies and tools need to be used to preserve data protection. For instance, companies might use firewalls and SBCs to protect UC traffic such as video and voice. They can leverage vulnerability testing and penetration scanning tools to track cybersecurity threats, and automated apps or AI to monitor potential issues in real-time. 

Step 3: Access Security Services 

As security concerns become more complex for businesses in the UC landscape, solutions from leading vendors are beginning to emerge to offer organisations access to high-level support. Accessing assistance from a leader in data protection and compliance can be an excellent way for business leaders to ensure they’re making the most of their UC tools, without damaging data protection.  

Services can cover everything from comprehensive in-person training for staff members, to cybersecurity management and policy creation. The right vendors can assist with vulnerability scanning, penetration testing, and UC app testing. They can offer assistance with becoming certified according to certain standards like ISO/IEC 27001, and help organizations to detect issues with risk management, mitigation, and testing techniques. 

Because legal and regulatory compliance is an ongoing strategy for many businesses, vendors are even beginning to offer flexible, scalable services, designed to grow with each company. For instance, DPaaS, or Data Protection as a Service, allows companies to access a complete toolkit of resources and dedicated experts, capable of assisting with everything from incident management, to supplier vetting, and privacy policy creation.  

Step 4: Create a Culture of Security 

While the right tools and services can be extremely beneficial for mitigating security threats in the UC landscape, it’s also important to build the right company culture, with a focus on data protection. Building awareness in the business, to ensure employees understand the threats they’re likely to be exposed to when using Unified Communications tools is crucial.  

Staff members should know which policies and standard operating procedures to follow when managing data, recording calls, or communicating with colleagues. They should be able to recognize common security issues in the UC space, like phishing and scam emails. They should also know how to keep applications secure, using passwords, two-factor authentication, and other controls.  

Additionally, team members should receive consistent training from compliance leaders and security vendors, to keep them up-to-date with the latest strategies for data protection. As the threat landscape continues to evolve, regular training can help to reduce the risk of data breaches and incidents caused by human error. After all, human error contributes to up to 82% of data incidents.  

Step 5: Develop a Plan for Incident Management 

Finally, it’s worth remembering that even with careful risk management strategies and training, there’s always a chance that any business could be exposed to a cyber security incident. Having an incident management strategy in place is the best way to reduce the potential impact any breach could have on a company’s reputation and customers.  

A comprehensive incident management plan will involve step-by-step guidance on what employees should do when an incident takes place. It will guide team members through the process of forensic investigation, and ensure each company can remain compliant with regulations which require business leaders to disclose breach information to the public.  

A good incident management strategy can also include instructions on disaster prevention, backup and recovery policies, and how to preserve data in the case of an event. The right plan will reduce financial and reputation losses, and keep teams on the same page about how to manage breaches.  



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