Enterprise social and bring your own persona: How archiving enables compliance

Enterprise social and bring your own persona: How archiving enables compliance

Enterprise social and bring your own persona: How archiving enables compliance

1 comment 📅26 October 2014, 02:45

Enterprise social and bring your own persona: How archiving enables compliance

The vast majority of businesses nowadays actively use social media as a standard form of external communication. But how many of these businesses also leverage specialised technologies like archiving to ensure the downside of regulatory non-compliance and other risks from eroding the benefits? I would reckon not nearly enough. At least not as yet. 

The balance between personal and business use lies at the heart of all social media compliance. LinkedIn continues to be perceived as a more “professional” oriented networking channel, Twitter is a primarily business-focused means of issuing real time news, whereas Facebook tends to be used more to promote personal updates and activities.

But this blurring of personal and business content as a result of using the same social media channels and profiles for both raises some interesting issues, not least of which is how businesses best “manage” the use of social media in a responsible way.

Until fairly recently, it was pretty common to have both a business phone and a personal one. Whilst this still happens, management technologies have evolved to make it safe for the two worlds to co-exist on the same device. And now personal devices can be used for both purposes. Similarly, there are now reliable and secure solutions available to eliminate the risk of using a single social media persona for both as well.

Comprehensive archiving platform technologies now feature support for the capture of social media communications through automated APIs. These enable businesses to policy-check, flag for compliance review, index and centrally store all social media communications – even those generated by their employees using personally owned social media accounts or “personas”. The Financial Conduct Authority (FCA) has issued guidance on social media communications compliance and are now considering issuing fines for violations with the frequency and size of both growing.

Leveraging the use of a comprehensive archive platform (CAP) allows firms to create specific policies around the compliant use of social media channels and apply them in an automated way.

This means, businesses can (happily and securely) use a single social media persona for business and personal communications knowing that it is all being supervised by the firm they work for. When any improper, potentially non-compliant use is detected by the archiving system’s policy-checking engine as the communication is issued, the individual messages are flagged for compliance team review. Businesses can then take appropriate action, with a built in audit trail to show the regulator if needs be.  From a regulatory requirements perspective, firms can easily demonstrate they are being responsible with their use of social media and taking corrective action to enforce compliance policies when improper use is encountered.

It is no longer an option for businesses to simply ban the use of social media and expect to remain competitive. Having an effective way to manage all popular social media channels with a single CAP versus separate systems should be the goal for today’s firms.

Policies governing the use of social media communications do not have to be purely for compliance purposes. Instead, the search-ready stored content can also be leveraged for e-discovery purposes or analytics for business insights over the course of time.

The compliant use of social media communications and responsibly utilising a single persona for both personal and business purposes is possible today. Firms need only create the right policies for it and have the right technology in place to automate reliable enforcement to manage the risk out of the equation and reap the many benefits.

1 Comment

Major Suave
    03 November 2014, 02:45 Major Suave

    I work with Android devices daily (over 20 to test software) and I prefer by far the hardware butto1. The Nexus 4, 7 and 10 are awesome but I still prefer hardware butto1. It gives you more real estate.
    Seriously, on Nexus 10, when you are in landscape mode there is 2560×96 pixels reserved for three butto1.That is almost as many pixels than in an NTSC video.

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