Posts Tagged ‘Message Vault’

2018: Voicemail Retention to Become Mainstream?

Thursday, October 19th, 2017

Retention & management of voicemails is an increasingly common conversation within even un-regulated organizations.  Ever since unified messaging made it possible to email a voicemail; managing voicemails has become a challenge.

When it comes to voicemail, we’ve seen a couple of key management issues:
  • IT wants to groom the mailbox disk usage by keeping mailbox size small and retention short.
  • Legal, HR, Safety and other stakeholders have regular needs to keep voicemails as documentation.
  • Voicemail systems don’t make it easy to find specific voicemails, and there is no access control.
  • Voicemails archived with email via unified messaging don’t always come back out of the archive as expected.
  • Unified messaging archiving overwrites metadata often needed during production.
  • Protecting privacy, trade secrets or other privileged information is not possible when sharing a raw voicemail file.
 Clearly, the unified messaging archive is not the answer.  In fact, these challenges are exactly the reasons we applied our unified messaging expertise to develop Message Vault.    
 
2018 looks to be a big year for the management of voicemail records.  An increasing array of regulations are now expecting and examining for voicemail records.  More are specifically addressing issues such as retention for up to 7 years, but swept off mobile devices within 14 days . (HIPPA & Method II, for example.)  
 
Voicemail retrieval efforts from unified messaging archives have surfaced the challenges noted above.  And this is not strictly a matter of regulatory compliance. Voicemails often need to be quickly located, redacted and then communicated to address Safety and HR issues.
 
Message Vault is already on the job helping organizations address these issues; but we never rest on our efforts.  Our latest release adds features such as File Shredding (DoD level) of records upon their retirement, expanded integration with Microsoft Active Directory for role management, and more.
 
Want to learn more?  Let’s discuss your organization’s voicemail retention challenges and help you address them.

Message Vault’s Latest Release Adds Expanded Fault Tolerance & Security Options

Monday, December 21st, 2015

Donoma Message Vault provides easy, flexible voicemail archiving for the Cisco phone platform.  It enables secure, accountable policy-driven record retention of voicemail,along with the ability to search, filter, restore and report on those message records.

Today we are announcing our latest release: Message Vault 3.2.07.

This release adds  support for Cisco Unity Connection Clustering & Failover to ensure our enterprise implementations have a full range of configuration options for their enterprise voice platforms.

Additionally, we have added support for TLS encryption for those who prefer that as an alternative to SSL.

If you are an existing Message Vault client, you can request your maintenance update anytime by contacting our Support team at: support@donomasoftware.com.

Ready to learn more? 

Contact your local Cisco reseller or contact us for more information or to schedule a solution demo for your organization.

 

Message Vault now available in the cloud!

Wednesday, December 10th, 2014

Voicemail archiving & litigation hold support can now be deployed in less than a day.

Got another litigation hold?  Need to archive voicemail records from your Cisco phone system NOW?  Be responsive and ready with Message Vault’s newest cloud-based release! 

With the speed of flexibility of the cloud, you can have a voicemail archiving solution in place in just a few hours. No new servers, no hassle.

  • Preserves data without spoliation
  • APIs available for additional integration
  • Intuitive, easy to use interface
  • Message redaction 
  • Policy driven retention & destruction

Do you have existing voice records (even from other systems) that need to be archived?

Talk to us about how we can help you bring critical records into Message Vault to streamline management, search & retrieval.

>Contact us to learn more!

 

True story: Voicemail as a Defense Tool

Wednesday, August 14th, 2013

Cam Cole
8.14.13

This is a true example of what can be done with voice mail as a defense tool. The names in this story have been changed, but the story is real.

Once upon a time there was a hard working family man we will call “Bob”. Bob worked a blue collar job for a large firm for several years.  He was successful at this position, paid his dues in life, and was on good terms with most if not everyone he worked with.

One day a report was filed with HR about some alleged wrong doing; nothing criminal mind you but a definite black mark and possibly a firing offense for Bob.  Seemed a co-worker named “Nick”, had reported some alleged policy violations that made Bob, who also happened to be a friend of Nick’s, look like a major screw-up in the workplace.

Now several days later Nick felt horrible about filing this report, falsely accusing Bob of these violations.  Nick called Bob and left a voice mail begging for forgiveness. On the voice mail, Nick confessed that a senior supervisor, one of the very few people who did not like Bob, had threatened his job if he did not falsify the report.  As you can guess this voice message was very damaging evidence against the unscrupulous supervisor who had arranged the entire situation to eliminate Bob.

It’s unfortunate, but on occasion, people lie.  Or their memory does not match the facts. Sure, most people are good and try to do the right thing but sometimes they are misled, coerced and sometimes, just malicious. Being able to produce a voice mail record is a powerful asset.

It is not only litigators or criminal investigators who can use voice mails as evidence.  In this case, voice mail helped resolve an H.R. issue that would have turned into a legal issue, but voice mail can play an important proactive role in lots of areas: from customer service to emergency response.  The intention and tone of the message is not subject to interpretation like it can be in an email.  (There’s a reason why 911 recordings are played so often: they are compelling!)

Now you might be inclined to think “why would I want to save voice mail if it can be so damning?”  You do – for lots of reasons that actually protect your organization rather than harm it:

  • Voice mail became a discoverable record in 2006.  If you are asked for it, you have to produce it.
  • Technology has evolved so that the “difficulty in provision” argument is no longer an easy out for voice mail discovery.
  • Avoid legal censure & penalties for failure to take reasonable steps to preserve.  Waiting until receipt of a subpoena can land you in a lot of expensive legal hot water.
  • Ability to leverage the message & its meta-data to quickly know the facts of an allegation to head off potential problems early.
  • Customer service issue tracking.
  • H.R. support.
  • Ensure regulatory compliance (as applicable).

Most organizations understand the logic of the need to archive email communications, yet too many are leaving themselves exposed on voice mail records.

Message Vault can quickly solve this issue.  It provides easy, flexible voice mail archiving for the latest Cisco phone platform.  It enables secure, accountable policy-driven record retention of voice mail, along with the ability to search, filter, restore and report on those message records.  It’s easy to implement and use, and as an added benefit for IT, it offers tremendous storage capacity savings and great administrative support tools to help manage their voice mail.

So be forewarned: What you say can and can be used against you – whether you like it or not!

>Learn more

>Request a call

Telecom Reseller News Interview: Message Vault

Tuesday, August 13th, 2013

It’s up and live…the podcast of our recent interview with Telecom Reseller News, that is.

We spent a few minutes recently with Executive Editor Jeff Own talking about the need for voice mail archiving, and how Message Vault solves this common archiving gap.

>Access the podcast

Message Vault new feature snapshot: Message Preview

Friday, July 5th, 2013

One of the great new features in Message Vault is Message Preview.

Now, once you have pulled the messages you want into your selection cart, you can then quickly preview them via a bowser-based mini player to make sure that the message is one of the ones you want.  That way you can email, restore or download knowing the exact content of the voicemail messages in question.  It’s easy, quick and so useful!

We’re including a snapshot of the Message Preview feature from our lab so you can see:  (Just click the image to see it full size)

New Mini Player feature for message preview

Makes it easy to preview voice messages

Message Vault: New features now available

Monday, July 1st, 2013

We told you a new feature release was coming for Message Vault, and now it’s available! This latest release of Message Vault adds some great new features:

Preview messages in your search list. Now you can preview messages via mini-player to make sure you have the ones you want before downloading, emailing or restoring them.

Enhanced Search & Filter features.

Enhanced call details to track more information on message activity.

Tagging Management. Now you can establish a consistent set of tags for your entire organization to use.

Customize hold length on specific messages. Want to vary retention length on specific messages? Now you can with the click of a mouse.

Never miss records, even if systems go offline. If your systems go offline, Message Vault checks all possible locations for interim messages and archives them.

Easily move your archive location. If you want to re-locate your Message Vault archive data, it’s a very simple point and click process.

Ready to learn more? Contact us today!

New Message Vault update brings even more features

Thursday, May 23rd, 2013

Our June update of Message Vault will add 3 great new features:

1. Customize hold length on specific messages. Want to vary retention length on specific messages?  Now you can with the click of a mouse.

2. Never miss records, even if systems go offline. If your systems go offline, Message Vault checks all possible locations for interim messages and archives them.

3. Easily move your archive location. If you want to re-locate your Message Vault archive data, it’s a very simple point and click process.

Ready to learn more? Contact us today!