Tech has been increasingly playing a dominant role in boosting productivity and still enhancing customer experience.
Unified communications and collaboration (UCC) play a key role in achieving such goals which ultimately help organizations boost productivity as well as reduce expenditure.
This is because UCC tools assisted the hybrid workforce to stay connected.
According to Statista, the global UCC market is projected to grow by 7.5% year over year and reach a size of 64 billion U.S. dollars in 2024.
One such company, Theta Lake provides a unique UCC solution called unified capture which leverages UCC tools to not only boost productivity but also address compliance issues concurrently.
What is Theta Lake unified capture?
Unified capture developed by Theta Lake is a software tool that aims to make the most use of unified communications and collaboration (UCC) capabilities by capturing, preserving, and administering digital communications across different platforms.
The solution harnesses the full potential of UCC capabilities, boosting productivity while simultaneously addressing compliance issues. It does that by allowing organizations to integrate their platforms with leading communication and collaboration tools. The tools help manage these platforms by recording and preserving digital communications including chat, voice, video, and email.
Chat could refer to text-based conversations like Slack, Teams, or internal messaging systems while voice could include phone calls, voicemails, and other audio communications. It covers other bases such as video conferences, webinars, and other video-based interactions and emails sent and received within the organization.
Essentially, unified capture seamlessly preserves e-comms, a-comms, and v-comms directly from UCC platforms to comply with regulatory requirements for recordkeeping, such as those from the SEC, NASD, FINRA, FCA and more to reduce potential risks and fines
This unified approach simplifies compliance management by providing a centralized hub for overseeing and managing communications across the organization. The customizable retention policies and advanced search capabilities equip organizations with efficient search capabilities, review, and export communications as needed, ensuring compliance with industry regulations and internal policies while maintaining data integrity and security.
How does Theta Lake unified capture work?
Theta Lake's unified capture operates as a software solution that seamlessly integrates with other communication and collaboration platforms to capture content from different channels of text, audio, or video. It operates without disrupting an organization’s existing infrastructure and at the same time provides support for numerous third-party archives.
The solution functions via a combination of integration, capture, and management processes, for instance, it integrates with all relevant communication and collaboration tools like Slack, Teams, Zoom, and other email systems too. This integration allows Unified Capture to capture content from these platforms in real-time.
When the software is integrated, the solution preserves the necessary communications from text-based chats, voice calls, video conferences, and emails but in a non-invasive way. This ensures regular communication workflows without any disruption.
The content is stored in a secure central repository, further ensuring the preservation of data in a tamper-proof manner, meeting compliance and legal requirements. Unified capture manages content by providing a user-friendly interface through features like search, review and export, and retention
Some of the solutions’ tools also leverage artificial intelligence and machine learning to automatically identify and categorize sensitive information, reducing manual review efforts and improving overall efficiency.
Key features
1. Capture coverage
Unified capture is a comprehensive tool designed to capture different types of digital communications across various platforms covering text-based chats on platforms like Slack, Teams, and internal messaging systems; voice calls, voicemails, and other audio communications; video conferences, webinars, and other video-based interactions; and emails sent and received within the organization.
This broad capture coverage ensures that organizations have a complete record of all relevant communications, enabling them to meet compliance requirements, manage risk, and support investigations effectively. This also covers certified and maintained integrations, content recorders, and configuration monitoring with the leading Unified Communication and Collaboration tools.
The solutions provide standard email, SFTP, and file system ingestion format support for any tool and a full content ingestion developer platform and API for IT engineering teams to support their own APP. It can be scaled for millions of API transactions daily.
2. Flexible export
Unified capture allows organizations with flexible export options for easy extraction and sharing og captured communications. This flexible approach enables users to export data for additional analysis, investigation, or legal purposes. It can be sent to any downstream archive for eComms, aComms, or vComms with support for standard formats, custom formats, extended data, and meta-data handling. The formats may include PDF, CSV, native file formats, and other industry-standard formats.
Unified capture can also provide options for exporting data in bulk or for specific time periods, catering to different use cases and requirements. This characteristic empowers organizations to efficiently access and use captured communications as needed, streamlining workflows and supporting various business needs. It also allows flexible record-sending features to various storage destinations, including S3, Azure, and other supported remote storage locations.
3. Deep Reconciliation
Unified capture by Theta Lake offers another comprehensive feature, deep reconciliation that ensures the accuracy and completeness of captured data. It compares the preserved data records against the original source data and then identifies and addresses any discrepancies or gaps. This process helps maintain data integrity and prevents compliance issues.
The reconciliation dashboard reporting and trending includes UCC tool capture configuration health monitoring. The software resolved configuration errors or inconsistencies to ensure efficient and effective operations, capturing the desired data and meeting compliance requirements.
It makes certain tasks easy for organizations by generating a detailed reconciliation report. Developers have complete API access to reconcile records, configuration and capture. Overall, Deep Reconciliation is a crucial feature that enhances the reliability and accuracy of Theta Lake's Unified Capture solution.
Key benefits
1. Shadow IT risk
Unified capture can considerably mitigate the risks linked to shadow IT which is about the use of unauthorized technology or applications within an organization. Since the solution is a centralized platform for managing digital communications, it also helped reduce the need for employees to use unsanctioned tools which can pose security risks and compliance challenges.
The controlled environment of the solution enabling capturing and monitoring of communication can help an organization with the maintenance of data visibility and control. This reduces the chances of data breaches or unauthorized data transfers. It also ensures data privacy regulations are met and the risks linked to shadow IT activities is then mitigated.
The solution allows the full-featured capabilities of an organization’s communication tools to keep employees engaged and less likely to go off the platform.
2. IT and compliance complexity
Unified capture is equipped with the capabilities to minimize IT and compliance complexities linked to managing digital communications. Through its scalable solution across all UCC platforms and modalities, unified capture makes processes more efficient and reduces manual effort.
The solution's ability to handle a wide range of communication types and volumes ensures that organizations can effectively manage their digital communications, regardless of their size or complexity.
Unified capture's compliance features can also help organizations simplify compliance efforts and reduce the risk of penalties or fines. Overall, the solution can help organizations improve their IT operations and their compliance posture, freeing up resources to focus on other strategic initiatives.
3. Risk management
Unified capture by Theta Lake enhances an organization’s risk management through its advanced search capabilities that enable prompt identification and investigation for potentially risky or suspicious activities. These could include threats from malicious actors or data breaches, and regulatory violations.
The main feature of capturing and preserving digital communications also equips the solution with the ability to provide a full audit trail. This helps organizations to reconstruct events and gather evidence for investigations.
The platform's AI-powered features can automatically identify and flag sensitive information, reducing the risk of unauthorized disclosure or misuse. Unified Capture provides organizations with the tools and insights needed to proactively manage risks and protect their sensitive data.
Use case
1. Fortune 500 global bank and Zoom
Theta Lake’s unified capture solution helped a Fortune 500 global bank comply with regulations by capturing eComms from Zoom meetings. However, the bank needed a solution that avoided recording unnecessary audio and video content.
This is where Theta Lake’s capture solution helped the bank selectively capture in-meeting chat, polling, and Q&A from Zoom meetings while avoiding full audio and video recording. The bank successfully met the required compliance requirements without disrupting existing processes or impacting user experience.
Overall, a unified capture solution was implemented to selectively capture the desired content and send it to the bank's existing archives and eDiscovery platforms. It improved meeting productivity and collaboration by making compliance processes more efficient.
About Theta Lake
Theta Lake’s multi-award winning product suite provides patented compliance and security for modern collaboration platforms, utilizing nearly 100 frictionless partner integrations that include RingCentral, Webex by Cisco, Microsoft Teams, Slack, Zoom, Movius and more. Theta Lake can capture, compliantly archive, and act as an archive connector for existing archives of record for video, voice, and chat collaboration systems.
In addition to comprehensive capture and archiving, Theta Lake uses patented AI to detect and surface regulatory, privacy, and security risks in an AI-assisted review workflow across what is shared, shown, spoken, and typed. Theta Lake enables organizations to safely, compliantly, and cost-effectively expand their use of communication platforms.
