Compliance Archiving And Records Management Solution For Insurance Companies

Simplify communications compliance and unlock the full potential of your interaction data.

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Communications compliance made simple

As a financial advisory firm, complying with mandatory call and interaction recording rules is essential but creates significant data management demands. Wordwatch provides the answer.

Wordwatch simplifies the management, archiving, storage, indexing, retrieval and replaying of both historic and live voice and digital communications recordings, regardless of format.

Preserves original recording formats with a verified Chain-of-Custody to safeguard against unauthorised tampering, demonstrating the authenticity of your data.

Removes over-retention risk by automatically deleting recordings that are no longer required, meaning the data is no longer within scope of regulatory scrutiny.

Decommission your legacy recording systems

Streamline your recording infrastructure and reduce operational costs by consolidating your recording systems into one centralised platform.

Wordwatch allows you to decommission ageing or unsupported voice and digital communications recorders and instead ingest, access, manage and extract recordings in a single, modern platform.

Reduce cost-of-ownership and free up valuable team resources by consolidating multiple outdated recording systems into Wordwatch’s centralised dashboard

Preserve the integrity and authenticity of your historic interaction recordings and de-risk the legacy environment in your organisation by eliminating end-of-life technology.

Enhance your record keeping

Wordwatch enables improved voice and digital communications records across large and complex estates whilst also reducing costs.

All data is presented in a single, easy-to-use portal, achieving complete visibility across your systems via a central interface.

Safely extract interaction data from multiple sources at once, streamlining retrieval and replay.

Sophisticated search tools quickly retrieve and extract information for efficient playback and data access, solving the problem of managing recordings across separate silos.

Wordwatch in Numbers

We are proud to work with regulated businesses around the globe to safeguard their live and legacy interaction recording data, for today and in the future.

90%

Server reduction by aggregating 10 recording systems into a single Wordwatch server.

100 Million

It takes Wordwatch just two days to ingest 100m records, versus 200+ days for competitive solutions.

Scalable

Wordwatch is a modular and scalable system, therefore it can be configured to meet your needs.

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“The flexibility of deployment options and self-service capabilities have empowered our compliance team to efficiently retrieve specific files, making our operations more agile and compliant.”

Chief Compliance Officer

UK Life Insurance Company

FAQs

Compliance archiving refers to the process of securely storing and managing voice and digital communications records to meet regulatory requirements. For insurance companies, it is crucial to ensure that all communications, documents, and transactions are archived in a way that is easily accessible and tamper-proof, to comply with legal standards such as GDPR, HIPAA, and industry-specific regulations. Proper archiving helps protect your company from legal risks and penalties.

Organisations typically need to archive a wide range of communication types, including but not limited to:

  • Voice communications (e.g., phone calls, VoIP)
  • Emails
  • Instant messages (e.g., Slack, Microsoft Teams)
  • Social media interactions
  • Text messages (SMS)
  • Video conferencing sessions

Archiving these communications helps ensure they are accessible for audits, legal reviews, and regulatory inspections.

Yes, retention periods can be fully customised according to your organisation’s policies and regulatory requirements. Our solution allows you to set specific retention periods for different types of records including long retention periods as seen in some policies, ensuring that your data is retained for as long as necessary and deleted once it is no longer required, in compliance with applicable laws.

Wordwatch provides robust archiving and monitoring tools that securely consolidate and store communications from various platforms. It is designed to comply with key industry regulations such as:

  • FINRA (Financial Industry Regulatory Authority)
  • GDPR (General Data Protection Regulation)
  • MiFID II (Markets in Financial Instruments Directive)
  • HIPAA (Health Insurance Portability and Accountability Act)

Wordwatch is continuously updated to accommodate changes in regulatory requirements.

Yes, Wordwatch integrates with all recording platforms, regardless of vendor.

Wordwatch offers powerful fast and scalable search and retrieval capabilities that allow you to quickly find specific records. You can search by specific criteria i.e users, date ranges and more.

Yes, Wordwatch has the capabilities to bulk ingest large quantities of data quickly and is designed to scale with your organisation. Ensuring that even in high-communication environments, all records are captured, stored, and easily retrievable.

Yes, Wordwatch includes comprehensive audit trails that track access, changes, and retrievals of archived communications. Additionally, it offers customisable reporting features that help you demonstrate compliance to regulators and internal stakeholders.

Wordwatch makes it simple to respond to legal hold requests by allowing you to quickly identify, preserve, and retrieve relevant communications and individuals. You can place holds on specific individuals or on specific records to prevent them from being deleted during the retention period.

Wordwatch provides full support during the implementation phase to ensure smooth integration with your existing systems. Additionally, we offer ongoing technical support, training, and regular updates to help you manage your compliance archiving and records management effectively.

Yes, the Wordwatch solution is highly customisable. Whether you need specific retention policies, custom reporting, or integration with particular tools, we work with you to tailor the solution to fit your organisation’s unique compliance requirements.

Absolutely. Wordwatch is designed to simplify the audit process by providing easily accessible, well-organised records. The advanced search, retrieval, and reporting functions make it straightforward to demonstrate compliance during audits.

Getting started is easy. Simply book a demo via our website or reach out to our friendly team using the details on the contact us page. We will work with you to understand your compliance needs and provide a tailored solution that ensures your organisation meets all regulatory requirements when it comes to compliance archiving and records management.

Manage Risk. Maximise Value.

Contact us today to schedule a demo and discover how Wordwatch can simplify your communications compliance management and create significant efficiencies for your business.