Records Management

Optimise your records and information management practices with Wordwatch.

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Key Features

Set new record keeping standards

Effortlessly manage billions of live and legacy voice and digital communications records while saving time, resources, and money.

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Centralise and streamline your records management

Aggregate unlimited data from multiple recording systems into one platform for enhanced management and compliance.

Tackle the complexities of managing millions of interactions across various platforms, location, and formats by consolidating to a single dashboard.

Simplify the data extraction process without compromising the authenticity of recordings, crucial for meeting regulatory requirements.

Remove legacy recording and playback systems from your IT architecture while ensuring smooth access to all data files, no matter what format.

Enhance compliance and reduce risk with streamlined records access

Mitigate record keeping challenges and ensure efficient access with Wordwatch's comprehensive data management.

Overcome the challenge of managing multiple systems that increase your risk of data loss or prevent fast access to critical recordings.

Ensure you can locate and extract specific recordings with ease, reducing compliance risks associated with inaccessible or unauthentic data.

Prevent over-retention risks by automatically ensuring records are not kept beyond their regulatory period, removing associated data from regulatory scope, reducing liability and enhancing data governance.

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

The Wordwatch solution is a comprehensive system designed to help organisations securely store, manage, and retrieve interaction records easily and in a way that complies with legal and regulatory requirements. It ensures that all your business-critical information is preserved in a tamper-proof environment and can be easily accessed when needed for audits, legal proceedings, or internal reviews.

Records management is crucial for ensuring that your organisation meets legal, regulatory, and industry standards. Proper records management helps mitigate risks, avoid penalties, and maintain the integrity and confidentiality of your data. It also supports transparency and accountability within your organisation and enables you to gain more insight from your data.

Wordwatch automates the retention and management of records according to specific regulatory requirements relevant to your industry. It provides audit trails, access controls, and reporting tools to demonstrate compliance with regulations such as GDPR, HIPAA, SEC, and more. The system is regularly updated to reflect changes in regulations, ensuring ongoing compliance.

Organisations typically need to archive a wide range of communication types, including but not limited to: emails, instant messages (e.g., Slack, Microsoft Teams), social media interactions, voice communications (e.g., phone calls, VoIP), text messages (SMS), and video conferencing sessions. Archiving these communications helps ensure they are accessible for audits, legal reviews, and regulatory inspections.

Security is a top priority for the Wordwatch solution. We use advanced encryption methods to protect data both in transit and at rest. Our solution also supports role-based access controls, ensuring that only authorised personnel can access archived communications.

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

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 includes robust search and retrieval capabilities that allow you to quickly locate and access specific archived records. You can search using various criteria such as date, name and more.

We offer comprehensive support and training. This includes onboarding assistance, user manuals, online tutorials, and a dedicated support team available to help with any issues or questions. We also provide regular updates and enhancements to keep the system up-to-date with the latest features and compliance requirements.

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.

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.