Microsoft Teams has quickly become the standard for customer communication. Meetings aren’t just video calls anymore – they include audio, screen sharing, chat, file transfers, and more.
That’s a lot of data. And for regulated industries like banking, insurance, healthcare, and financial services, it comes with strict compliance obligations.
Regulations such as MiFID II, Dodd-Frank, PCI DSS, and GDPR require companies to:
• Record and securely store customer calls
• Inform customers when calls are recorded
• Encrypt all recordings
• Prevent unauthorized deletion for several years
• Redact sensitive financial information, such as credit card numbers
Miss these requirements, and your business risks lawsuits, fines, and reputational damage.
Let’s explore the biggest Microsoft Teams compliance gaps, and how to close them.
1. Recording With Teams Alone Isn’t Compliant
Microsoft Teams includes a recording option, but it’s not a compliance tool. It requires manual intervention, it doesn’t encrypt recordings properly, it doesn’t redact sensitive information, and it doesn’t provide regulatory reporting. To meet compliance, you need a dedicated Teams compliance recording platform that integrates with Teams and captures all data securely.
2. Missing Metadata = Legal Risk
Compliance requires more than just recording a call itself. Regulators also need metadata such as caller ID, time stamps, and agent IDs. This data proves when and how an interaction occurred. A Teams compliance solution automatically captures and organizes this metadata, making it easy to retrieve during audits or disputes.
3. Storage and Data Sovereignty
Improper storage is a major compliance failure. Companies must ensure that Teams recordings are encrypted, backed up redundantly, and stored according to data sovereignty rules (for example, GDPR requires data to remain in the region where it was collected). Compliance-ready storage takes this burden off your IT team and guarantees regulatory alignment.
4. Too Many Admins, Too Much Risk
When too many employees have access to recordings, the risk of inappropriate access to sensitive information error increases. A secure compliance solution allows you to set granular user permissions, ensuring only the right people can view this kind of data.
5. PCI DSS and Financial Data
If your agents take credit card details during a Teams call, you must comply with PCI DSS. That means redacting credit card numbers from recordings, transcripts, and screen captures. Instead of relying on agents to pause recordings, a compliant recording solution should offer methods of automatically pausing/resuming a recording or redacting sensitive information in real time.
6. Sharing Recordings Securely
Sometimes you need to share a call recording with your legal team. Sending it by email or download is not only a security risk; it can be a compliance violation if sent to people outside of the geographical region in which the call was made. The safe approach is to use secure, time-limited streaming links that keep the data encrypted in its original storage location while providing temporary access.
Closing the Compliance Gaps
Microsoft Teams is a powerful collaboration platform, but it wasn’t built for compliance. By adopting a Microsoft Teams compliance solution such as ClarifyGo, your business can capture and encrypt all audio, video, and metadata, store recordings securely with redundancy and sovereignty controls, automatically redact sensitive customer data, and share recordings safely with authorized users only.
Closing these compliance gaps protects your business from legal risk, and unlocks valuable customer insights hidden in Teams interactions.
For more information about how ClarifyGo can help protect your organisation, email sales@oakinnovate.com or book a demo with our experienced team.