Remote storage is more important than ever in today's digital landscape. As best practices and regulations evolve for paper record storage, the same applies to digital records. With the increasing reliance on VoIP setups for business communication, companies need to consider the necessity of remote storage for their operations and how to facilitate that through their VoIP phone system.
In this blog post, we'll help you determine if remote storage is a feature to consider for your business. With this option, Simplicity supports you with set-up while you maintain your own cloud storage instance.
What is Remote Storage?
Remote storage is a modern solution that revolutionizes the way businesses manage and store their call data. Unlike traditional methods of call recording, where data is stored locally on physical devices or servers, remote storage takes a more forward-thinking approach.
At its core, remote storage involves securely storing call recordings, logs, and related information on external servers or cloud-based platforms. This means that all the valuable data generated during your VoIP phone system's operations is saved offsite, often in a highly secure and redundant data center. Access to this stored information is facilitated through an internet connection, providing an extra layer of convenience and accessibility.
The primary goal of remote storage is to provide businesses with a scalable, efficient, and reliable solution for managing and accessing their call data. By shifting away from local storage, organizations can unlock several key advantages.
Benefits of Switching to Remote Storage
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Data Security: Remote storage ensures that your call recordings and logs are protected from physical damage, theft, or local disasters. This enhances data security and supports robust disaster recovery strategies.
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Effortless Accessibility: Accessing call recordings and related data becomes hassle-free with the right VoIP provider backing you up. Whether you need to review a specific call, ensure compliance, or gather insights, you can do so from virtually anywhere with an internet connection and a VoIP provider's software.
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Simplified Management: Remote storage reduces the burden of maintaining on-premises hardware, backups, and storage infrastructure. This simplifies data management and minimizes IT overhead.
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Scalability: Businesses can easily scale their storage capacity as their call data grows, eliminating concerns about running out of storage space.
In essence, remote storage represents a shift towards a more flexible, efficient, and secure approach to managing call data within VoIP phone systems. It aligns perfectly with the ever-evolving demands of modern businesses, offering peace of mind, cost-effectiveness, and improved operational efficiency.
Who Needs Remote Storage?
Remote storage offers a multitude of benefits for businesses. However, not every organization may require it. To help you determine if remote storage is a necessity for your VoIP setup, here's a checklist of factors to consider:
Call Volume
If your business handles a high volume of calls on a daily basis, remote storage can be invaluable. It ensures that all call recordings are securely stored and easily accessible, preventing data overload on local systems.
Compliance Requirements
If your business operates in an industry with strict regulations regarding call recording and storage, such as finance or healthcare, remote storage is often a requirement. It helps you meet compliance standards and provides a secure audit trail.
Data Security
Consider the sensitivity of your call data. If it contains confidential or sensitive information, remote storage can enhance security by safeguarding data offsite. This protects against unauthorized access, data breaches, or physical disasters.
Efficiency Goals
Do you frequently need to access call recordings for training, quality control, or dispute resolution? Remote storage streamlines the process with advanced search capabilities, making it quicker and more efficient.
Budget Constraints
If you're looking to optimize costs, remote storage can be more budget-friendly than maintaining local storage infrastructure. It eliminates the need for expensive hardware, maintenance, and IT personnel.
Disaster Recovery Planning
If disaster recovery is a top priority, remote storage is an essential component of your strategy. Storing data offsite ensures that call recordings remain safe and accessible even in the event of physical disasters.
Remote Work Environment
If your organization embraces remote work or has distributed teams, remote storage is crucial. It allows employees to access call recordings and data from anywhere, promoting collaboration and flexibility.
Scalability Needs
As your business expands, your call data grows as well. Remote storage offers scalability, allowing you to increase storage capacity as needed without significant infrastructure changes.
Reduced IT Overhead
Remote storage simplifies data management by reducing the burden of maintaining on-premises hardware and backups. This can lead to cost savings and free up IT resources for more strategic tasks.
Future-Proofing
Consider your long-term technology strategy. Investing in remote storage aligns with the future of digital communication and ensures your VoIP system remains competitive and adaptable.
Customer Service Focus
If exceptional customer service is a priority, remote storage enables you to quickly retrieve customer interactions for quality assessment and training, ultimately improving customer satisfaction.
Legal Liabilities
In industries prone to legal disputes or where documentation is critical, remote storage provides a robust archive of call data that can serve as evidence if needed.
Remote Storage Options with Simplicity
SimplicityVAULT
While not every business may require remote storage for their VoIP phone system, it's a valuable solution for those seeking enhanced data security, efficiency, and cost-effectiveness. If you've read through the checklist and decided that remote storage is a viable solution for your business, consider using SimplicityVAULT. With this option, Simplicity takes care of it all - the set-up and maintainace - for you.
User-Friendly Interface
SimplicityVAULT is designed for simplicity and accessibility. It allows users to effortlessly store recorded calls or meetings for extended durations, well beyond the standard 90-day limit. The beauty of SimplicityVAULT lies in its user-friendly approach. It enables storage and retrieval from anywhere, eliminating the need for on-premises equipment. This entirely cloud-based solution is securely hosted on AWS servers, providing unparalleled data security without the complexities of on-premises storage solutions.
Rapid Deployment and Cost-Efficiency
SimplicityVAULT is remarkably swift to deploy, sparing businesses from extensive CapEx expenditure. It is designed with scalability in mind, accommodating the storage of calls for up to ten years. This extended storage capability ensures that your valuable call data is preserved for future reference and analysis. Calls are recorded at the highest quality, guaranteeing clarity and accuracy.
SimplicityVAULT is not only a powerful remote storage solution but also a cost-effective one. With a modest monthly fee of just $150 for 1TB or $75 for 500MB of storage, making it accessible to businesses of all sizes.
Effortless Retrieval and Compliance
Locating specific call recordings is a breeze with SimplicityVAULT. The platform offers a convenient call history lookup feature, allowing users to search by date, time, or phone number, ensuring quick and efficient access to vital call data. SimplicityVAULT goes above and beyond by maintaining compliance with various regulatory programs, including PCI-DSS, HIPAA/HITECH, FedRAMP, EU Data Protection Directive, and FISMA. This commitment to compliance ensures that your organization meets stringent regulatory requirements with ease.
Remote Storage Enablement
With Simplicity's Call Recording platform, you have the option to archive your recordings in a remote cloud storage location owned by you. This flexible feature allows you to upload files instantly or set a specific delay for uploading.
For businesses that require storage for a large volume of recordings, it is recommended to have two active recording platforms to address storage and backup concerns effectively. Remote storage not only enables easier scalability for your recording service but also allows for handling more calls and longer retention periods.
When it comes to choosing a storage vendor, you have the freedom to select from supported options such as AWS S3 Standard, AWS S3 Glacier IR, and Wasibi. Alternatively, you can opt for a custom solution using FTP, FTPS, or SFTP for your remote storage needs.
Whether your business requires extended data retention, compliance adherence, or simply seeks to optimize costs, Simplicity offers a comprehensive solution.
Are you ready to switch to remote storage?
