The Enterprise Messaging Solution is a software that addresses the complex messaging communications needs of enterprises. It is designed to provide unified, secure, and efficient messaging for both external and internal enterprise communications.
Instant messaging, real-time group chats with presence status, multimedia file sharing, cross-platform capabilities, integration with existing enterprise IT architecture, and compliance with privacy regulations are just a few of the key features that a messaging software solution should provide. A unified messaging platform allows employees and teams to control all of their tools and communication channels from one place.
Companies without internal communication channels often force employees to regularly use different communication tools such as messengers, email, and audio and video conferencing platforms. According to statistics, 9% of work time is spent switching between these systems. On average, employees do this about 1,200 times a day.
Key Options of Enterprise Messaging Systems
- Access policy: A centralized messaging policy helps ensure the confidentiality and protection of critical information, differentiate access to data based on job responsibilities, comply with industry standards and regulatory requirements, and monitor and audit the organization’s communication processes.
- Built-in security mechanisms: All messages sent over the network must be encrypted. This means that even if someone intercepts these messages, they cannot read them. Only authorized users with the right keys can decrypt and view the content. In addition, each message must be digitally signed by the sender. This verifies that the message was actually sent by the person it came from, and not someone trying to impersonate someone else.
- Routing: The process of routing messages across the network should be efficient, and additional intermediate servers can be used for sensitive and confidential data.
- Subscription feature: The enterprise messaging system should support a subscription feature that allows users or groups to receive a specific type of message or content. For example, senior management can subscribe to all messages related to important financial issues. And sales managers can subscribe to information about new products and promotions. At the same time, different types of messages are routed differently, so that urgent alerts about work stoppages should be sent by the fastest route, while scheduled mailings can go through normal channels. Differences in routing can be due to different security policies and priorities. The main thing is that the system should allow flexible configuration of message delivery rules.
- Metadata: In an enterprise messaging system, it is important that all additional information about messages (who is the sender, to whom it is addressed, subject, date, etc.) is clearly defined and structured. For this purpose, the system should use special directories where all possible values for different metadata elements (e.g. list of topics, status, priorities, etc.) are pre-defined. The use of such directories allows to avoid inconsistencies and errors in metadata. This is very important because metadata is needed for the system to correctly categorize, process, and deliver messages.
Enterprise Messaging Use Cases
Healthcare: Healthcare companies and institutions that provide healthcare and have access to patients’ personal information must ensure the privacy and security of electronic health information (ePHI) under the HIPAA law.
Law Firms: Law firms need to be especially careful when selecting software to exchange messages with clients to ensure the privacy and security of data such as litigation, claims, contracts, and financial agreements. And whether or not client information has become publicly available, maintaining confidentiality is a fundamental principle of a lawyer’s professional ethics.
Banking and Financial Institutions: Banks and financial institutions must comply with a number of key U.S. laws, such as the Sarbanes-Oxley Act, the Dodd-Frank Act, FINRA regulations, the Office of the Comptroller of the Currency, and Securities and Exchange Commission requirements, making the implementation of secure and reliable enterprise communications solutions critical for financial institutions. Implementing secure enterprise messaging systems allows an organization’s employees to share sensitive files and information without fear of data leakage or falling into the wrong hands, which is crucial for any online business to ensure secure communications.
Insurance companies: These platforms enable customers to quickly contact insurance staff, transmit multimedia files as proof of loss, and process claims in the shortest possible time. At the same time, the strict system of personal data protection within corporate communication tools eliminates the risk of confidential information leakage, which is particularly important for insurance organizations.
Advantages of Enterprise Messaging Solutions
- Increased communication security: Encrypted messages in accordance with the international certification ISO/IEC 27001: 2013, data storage and transmission on the company’s private servers ensure complete security of corporate communications, protection against data leakage and protection from unauthorized access by third parties.
- Increased employee productivity: The unified communications platform, often integrated with the organization’s employee portal, ensures efficient interaction between employees, reduces decision-making time by providing quick access to necessary information, and enables instant discussion of issues with colleagues.
- Consolidate communications: Enterprise messaging solutions combine group chat, corporate email, and other communications tools in one place, providing centralized access to communications tools.
- Active Directory Integration: Automatically synchronize all user account data, including profile pictures, with the corporate directory. Active Directory enables centralized and convenient management of employee access rights to multiple communication channels.
- Centralized Communications Management: Using a single enterprise platform, organizations can standardize and centrally control all internal communications, increasing the efficiency and transparency of business processes.
- Reduce costs: A single platform reduces the cost of supporting and maintaining the many disparate software solutions required to support communications across the enterprise.
- Global notification delivery: External communication systems ensure timely delivery of critical alerts, reminders, and information to the organization’s customers and partners around the world.
TrueConf – Enterprise Messaging Solutions
TrueConf Server – full-featured collaboration and communication software. It combines the functionality of an enterprise messenger, a platform for 4K video conferencing with collaboration tools, and advanced AI-based features such as intelligent noise reduction or background blurring and replacement.
To ensure the security of corporate information, TrueConf Server is deployed on the organization’s internal servers and operates completely independently within a closed network.
