Where compliance is paramount—e.g., finance, healthcare, law, and government—every call counts. Not only do businesses need to ensure calls are being routed correctly, but that they can document it when asked. For this reason, call accounting software has become mandatory for businesses wanting to enhance compliance processes and audit readiness.
Let’s look at how this technology offers the recording and monitoring necessary to achieve regulatory and internal compliance.
Are You Recording Calls Accurately and Completely?
Regulatory compliance calls for businesses to maintain a standalone paper record of communications—who placed the call, when, how long the call was, and even sometimes the purpose of the call.
Call accounting software tracks every call automatically from your phone system, generating a time-stamp, searchable record. Unlike written call logs or spreadsheets that are easy to get altered or stuffed with errors, this software is reliable information you can count on auditors and compliance officers to trust.
Can You Prove Your Communication Policies Are Being Followed?
Most companies also have corporate policies regarding acceptable use of phone systems—regulations regarding personal calls, international dialing, or hours on client support. But how do you know that those regulations are being obeyed?
With detailed reporting capabilities, the software can indicate if specific users or departments are straying from established patterns. Applying rules consistently, in fact—not gut instincts—and promoting a sense of responsibility is easy.
Do You Have an Audit Trail Available When You Need One?
When audits are done—internal, external, or regulatory—the requirement for having access to communication data on the fly is important. Slowing down on pulling reports or missing records can be an issue.
Call accounting software enables you to produce call logs and call summaries in real time for the length of time or extension of your choice. Want to report a whole month of communication by your law department? Or need to ensure sensitive client calls were within compliant protocol? It’s just clicks away, without rummaging through old bills boxed away in attics or requesting records from your telephone company.
How Do You Manage Security and Access to Data?
Keeping sensitive data of communication is one of the keys to remaining compliant. Who’s allowed to see what data—and where that data is stored—can make or break your audit preparedness.
Role-based access controls allow the software to manage what authorized users can see or export of sensitive information. You can also monitor who viewed what reports and when, and prevent unauthorized use or accidental data exposure.
Are You Ready for Industry-Specific Regulations?
Certain industries have highly specialized telecom regulatory demands. For instance:
- Medical professionals need to be patient privacy compliant.
- Telecommunication call accounting data may need to be stored by financial institutions to meet investor protection laws.
- Law firms might need records to withstand malpractice lawsuits or litigation.
Call accounting software meets these requirements with adaptable reporting, data retention rules, and integration support to ensure compliance with regulations such as HIPAA, GDPR, SOX, and others.
Compliance doesn’t work on hope. Companies require tangible, repeatable proof and good data governance to remain insured. Call accounting software does more than track telephone usage—it provides you with a reliable, hands-free means of tracking communications, enforcing policy, and reacting instantly to audits or investigations.
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