Communication in the modern workplace is changing.
Almost half of firms are now using four or more tools to communicate – this reflects the growing portfolio of platforms available to organizations such as collaborative whiteboards and newer shared environments. All of which create challenges in capturing and retrieving information from multiple sources as well as supervising communications that span multiple platforms.
Two thirds of firms expect usage of these tools to increase more. Tools most frequently used by respondents include Microsoft Teams, Zoom, Webex by Cisco, Slack, RingCentral and Symphony, plus mobile chat tools like WhatsApp and whiteboarding.
Data security remains a concern
A fundamental concern underlying the challenges of modern communication tools usage is security of sensitive information.
The top three features that are considered the greatest risk to compliance, security and privacy (such as employee misconduct) are the transfer of files via chat (52%), the ability to share links in chat or on screen (41%) and the risks of screenshare (38%). Notably, the findings are completely in line with professionals’ views reported last year.
Those risks were in addition to concerns relating to capturing and monitoring communications. A vast array of issues surrounding security and privacy were highlighted. Respondents repeatedly cited the risk of content being hacked, leaked or shared externally.
Screenshot Concerns
Concerns were also raised about screenshots and information being recorded on mobile devices – recognizing the ease with which any participant can capture content during a virtual meeting. The potential risk of information being leaked externally further reinforces the need for an organization to undertake proactive supervision and maintain complete records. They are then firmly ahead of the curve if they need to respond.
Far from abating, these concerns around security and privacy have grown alongside organizations’ increased use of collaboration tools over the last year.
Unsurprisingly, the control environment across all organizations is varied and complex, as approaches evolve to meet the rapid and constantly changing nature of communications and regulatory expectations.
In response, some firms have taken draconian steps. 45% have disabled features in an attempt to limit the risk of new channels. Most frequently, the camera functionality, file sharing and screen sharing are disabled.
How Theta Lake Helps
Theta Lake is an intelligent compliance and security technology platform. It uses patented machine learning, deep learning and natural language processing. It understands natural language as it is spoken and written.
Unlike with legacy current archivingcompliance automated solutions, Theta Lake enables compliance officers to capture, compliantly store, detect and surface risks across all UC media in near real time.
For angst ridden MS Teams – in fact all UC users – Theta Lake represents a silver bullet.
“The survey findings are even more pertinent given the recent fines of more than $2bn imposed for widespread record keeping failings on collaboration tools. Firms need to take note as regulators are losing patience.” said Stacey English, Director of Market Intelligence at Theta Lake.
- Click here to download Theta Lake’s 2022 Modern Communications Security and Compliance Report
