Recording & Archiving

MiFID II Compliance requires the financial industry to keep a record of communication with customers. This record must include all communication channels and be stored securely in the Enterprise's infrastructure. This document outlines Flexperto's Recording and Archiving solution.

Recording

Methods of Recording

Flexperto supports two different methods of Recording:

  1. Automatic – Meetings are automatically recorded. Consultants are not able to start and stop recording.
  2. Manual – Meetings are not recorded by default. Consultants must click a button to start and stop recording.

Only one method can be enabled at any time for each company.

 

What Content is Recorded?

From a Flexperto online meeting session, we record:

  • Video
  • Audio
  • Shared Screen
  • Whiteboard use
  • Text-Chat
  • Files exchanged via the Text-Chat
  • Contracts signed via E-Signature
  • Audit Log of E-Signature Sessions
  • Audit Log of CoBrowsing Sessions

 

Collecting Consent for Recording

If a tenant is configured for Manual Recording, there is an additional possibility of collecting consent to record from meeting participants. If this setting is enabled, when a consultant clicks the Recording button and starts recording, they will see a popup message instructing them to ask participants if they consent to the session being recorded. Participants must give verbal consent for the recording to continue. If a participant declines, the consultant will cancel the recording and the recorded files will be deleted.

 

Recording Restrictions
  1. We can record up to nine streams.
    1. For example: An expert publishes video/audio and shares their screen (2 streams), seven additional participants publish audio/video (7 streams). A ninth participant joining would not be recorded.
  2. We can record up to 120 minutes per archive. After 120 minutes, a new recording archive starts automatically. The result is that there will be multiple files and recordings per session.

 

Archiving

While it is not Flexperto’s responsibility to store Archives, it is Flexperto’s duty to create them and make them available for Tenants to retrieve.

Creation of Archives

Once a recorded meeting ends, Flexperto creates an archive, which contains all the recorded data from the meeting. An archive includes:

  • Whiteboard Event History and Documents uploaded (and deleted)
  • Text-Chat History
  • Files exchanged via the Text-Chat
  • Multimedia Recording of all Streams (Camera / Screen / Audio & Video Tracks)
  • MetaData (start / end / participants)
  • Contracts signed via E-Signature
  • Audit Log of E-Signature Sessions
  • Audit Log of CoBrowsing Sessions

 

Retrieval of Archives

Archives are stored by Flexperto temporarily until they are claimed (after which they are deleted).

Tenants must integrate with our API to retrieve archives via Webhooks. Our API is built to notify third-party systems that there are new archives to be retrieved.

Tenants are responsible for storing archives and ensuring that their chosen infrastructure meets the MiFID II compliance regulations.