TANDBERG Compliance Appliance Kurzanleitung

Compliance Appliance™

Deployment Guide

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D 1440501

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Table of contents

1 About this guide .................................................................................................... 1

1.1 Who is it for? ................................................................................................. 1

1.2 When to use it ............................................................................................... 1

1.3 More information? ......................................................................................... 1

1.4 Terminology .................................................................................................. 1

2 ow the TCA enables compliance ........................................................................ 3

2.1 Scalable ........................................................................................................ 3

2.2 Flexible .......................................................................................................... 3

2.3 Seamless and always on .............................................................................. 3

2.4 Configuring TCA ............................................................................................ 3

2.5 Licenses ........................................................................................................ 4

3 Defining the compliance policy .............................................................................. 5

3.1 What is a compliance policy? ........................................................................ 5

3.2 What to ask the Compliance & Risk team ..................................................... 5

3.3 Who: which endpoints to record .................................................................... 6

3.4 ow many TCAs: what resolution to record .................................................. 7

4 Storage .................................................................................................................. 8

4.1 What we mean by ‘storage’ ........................................................................... 8

4.2 What gets stored where? .............................................................................. 8

4.3 ow much storage do you need? ................................................................. 9

4.4 Recording indicators: when to play them .................................................... 11

5 Optimizing TCA performance .............................................................................. 13

5.1 Efficient media streaming ............................................................................ 13

5.2 Efficient transcoding .................................................................................... 13

5.3 Taking local regulations into account .......................................................... 13

6 Implementing the compliance policy ................................................................... 15

6.1 The VCS Policy File .................................................................................... 15

6.2 Using patterns to identify compliant endpoints ............................................ 15

6.3 Neighboring a TCA using zones.................................................................. 16

6.4 Turning off recording ................................................................................... 18

6.5 Preventing users avoiding recording ........................................................... 18

7 Security ............................................................................................................... 19

7.1 Redundancy ................................................................................................ 19

7.2 What is secure and what isn’t ..................................................................... 19

8 Creating the policy file ........................................................................................ 20

8.1 Specifying which endpoints to record ......................................................... 20

8.2 ow the policy file directs these calls to the TCA ....................................... 20

8.3 Commented policy file (all calls recorded) .................................................. 22

8.4 Route selected calls to TCA ....................................................................... 24

9 Deployment scenarios ........................................................................................ 27

9.1 Scenario 1 – basic deployment .................................................................. 27

9.2 Scenario 2 – deployment across a WAN .................................................... 28

9.3 Scenario 3 – deployment to cater to regional variations in regulations....... 29

9.4 Scenario 4 – non-participating VCS ........................................................... 30

9.5 Scenario 5 – external organization ............................................................. 31

9.6 Scenario 6 – VCS cluster ........................................................................... 32

10 Sample TCA calculator ....................................................................................... 33

11 Call Flow within TCA ........................................................................................... 34

1 About this guide

1.1 Who is it for?

This guide is for TANDBERG personnel who need to inst ll nd configure TANDBERG Compli nce

Appli nce™ (TCA) to en ble n org niz tion to record video conferences. It expl ins the process you

need to go through to g ther inform tion nd m ke decisions bout how best to configure TCA.

This guide ssumes th t you re n experienced in video conferencing nd h ve working knowledge

of:



video conferencing nd rel ted IT concepts



the TANDBERG video conferencing solution, specific lly the Video Communic tion Server (VCS)



how to configure VCS systems by editing policy files.

1.2 When to use it

Use this guide in combin tion with the Compliance Appliance Getting Started Guide nd the Compliance

Appliance Release Notes when you re inst lling TCA.

This guide will help you to work out how best to configure the TCA to meet n org niz tion’s

compli nce needs. Every org niz tion will h ve its own re sons for recording video conferences nd

will be oper ting in different ( nd potenti lly multiple) regul tory environments.

By following the steps in this guide you will be ble to form complete picture of ex ctly wh t degree

of video conference compli nce n org niz tion needs nd how best to configure TCA to deliver this.

1.3 More information?

If you h ve question th t this guide doesn’t nswer, cont ct the TANDBERG Assist nce Centre

(TAC).

1.4 Terminolog

Table 1: Terminology

Term Definition

c ll The p ssing of medi stre ms between two or more endpoints.

policy file A .xml file on the VCS th t cont ins the instructions telling TCA wh t to record.

E164 number A number used to identify n endpoint, such s ‘61455’. See lso ‘URI’.

endpoint A point on video conferencing network th t gener tes medi stre m.

extern l stor ge The extern l disk stor ge in the d t centre to which the TCA tr nscodes

recordings. Not p rt of the TCA.

intern l stor ge The intern l h rd disks in the TCA th t provide over 1 ter byte of tempor ry

stor ge for recordings w iting to be tr nscoded.

kb/s Kilobits per second

LAN Loc l re network

mb/s Meg bits per second

medi stre m The video nd udio p ssing from one endpoint to nother. A c ll consists of

stre m from e ch endpoint to e ch other endpoint.

resolution The size of medi stre m in pixels:

QCIF – 176x144

CIF – 352x288

4CIF – 704x576

VGA – 640x480

DVD – 720x576

XGA – 1024x768

SXGA – 1280x1024

HD – 1280x720

SAN Stor ge- tt ched network

NAS Network- tt ched stor ge

TCA TANDBERG Compli nce Appli nce™

tr nscode The process by which TCA decrypts (if necess ry) then converts recordings to

lower resolutions (if required) nd copies MPEG4 form tted file to extern l

stor ge.

URI Univers l Resource Indic tor – in this c se string identifying n endpoint, e.g.

j.smith@t ndberg.com. See lso ‘E164’.

VCS TANDBERG Video Communic tion Server

WAN Wide re network

2 ow the TCA enables compliance

2 How the TCA enables compliance

The TANDBERG Compli nce Appli nce™ (TCA) is device th t en bles n org niz tion to

demonstr te regul tory compli nce in the medium of video conferences. It does this by recording video

conference c lls between nomin ted endpoints on the video conferencing network.

TANDBERG h ve designed the TCA to be sc l ble, flexible, se mless nd lw ys on. These ttributes

m ke the TCA tr nsp rent to the users of the video conferencing network. Deployed correctly, the

TCA provides complete rchive of ll recorded conferences th t c n be stored in r nge of

resolutions.

2.1 Scalable

Whether you h ve just few endpoints you need to record, or thous nds, you c n deploy TCAs to meet

the dem nd. One TCA c n record up to 100 video stre ms t 1 meg bit/second simult neously, which

correl tes to 50 endpoints in point to point c lls.

This guide expl ins how to define the recording dem nds of n org niz tion nd work out how m ny

TCAs it will need to meet th t dem nd.

2.2 Flexible

The TCA stores recordings in re l-time on its own tempor ry stor ge, then tr nscodes (converts nd

copies) the recordings to extern l stor ge. You c n configure the TCA to convert high-resolution

recordings to lower resolutions to minimize stor ge needs. You c n lso m ke copy of the udio

component of recording nd store it sep r tely if loc l regul tory requirements llow this.

This guide expl ins how to work out n org niz tion’s extern l stor ge requirements nd optimize the

TCA to use th t stor ge most efficiently.

2.3 Seamless and alwa s on

The TCA gives you the option to pl y recording indic tor t the st rt of conference to let the

p rticip nts know th t they re being recorded. Ap rt from th t, its oper tion is completely invisible to

the p rticip nts – it h s no discernible effect on c ll qu lity nd c n’t be turned off, so it provides

compli nce without requiring ny compromises.

This guide expl ins how to deploy the TCA so it does not ffect c ll qu lity nd functions invisibly in the

b ckground to m ke n org niz tion compli nt.

2.4 Configuring TCA

You control how the TCA oper tes using combin tion of the TCA Administr tion Applic tion nd

policy file th t you uplo d to the Video Communic tion Server. This document includes some ex mples

of policy files, but see the TCA Getting Started Guide for det ils of how to set up the b sic TCA

configur tion using the Administr tion Applic tion.

2.5 Licenses

When it records c ll, TCA interposes itself in the medi stre m between the two endpoints. From the

perspective of licenses, this me ns th t two licenses re ctiv ted when c ll is being recorded: one for

the c ll to the TCA nd one from the TCA to the other endpoint.

Rele se 1 of TCA supports 100 licenses, which me ns th t it c n record up to 50 point-to-point c lls

simult neously. You need s m ny VCS non-tr vers l licenses s the number of TCA licenses. Your

customer will need to discuss license rr ngements with TANDBERG s les represent tive.

3 Defining the compliance policy

3 Defining the compliance polic

3.1 What is a compliance polic ?

To deploy the TCA in n org niz tion you first need to underst nd its compli nce te m’s policy. This is

just set of rules th t define which conferences the te m w nts to record, how long they w nt to keep

the recordings nd in wh t resolution. For ex mple, n org niz tion might need to record ll video

conferences between the endpoints only in its bo rdrooms nd store them for seven ye rs in high-

definition, or keep the video for six months but the udio for seven ye rs.

Underst nding the compli nce policy will en ble you to work out how m ny TCAs re needed to

record the video conferences nd how much stor ge the org niz tion needs to keep the recordings.

Once you know the org niz tion’s requirements you c n consider ny geogr phic l or system spects

th t m y ffect how you implement the TCAs.

Depending on the requirements nd the existing network configur tion, you m y be ble to slot TCA

in quite simply. On the other h nd, you m y need to deploy numerous TCAs nd m ke signific nt

ch nges to the network, to endpoint ddresses nd v rious other spects. E ch customer will h ve

different requirements th t you need to c ter to, so this section expl ins how to work this out.

At the b ck of this guide there is Sample TCA calculator spre dsheet th t you c n use to help you g ther

the det ils you need nd form n estim te. You c n downlo d this spre dsheet from ???URL???. We lso

include Configuration Checklist so th t you c n record the signific nt det ils of e ch site.

3.2 What to ask the Compliance & Risk team

In this step you need to t lk to your customer’s Compli nce & Risk te m nd help them to define their

policy. Aspects to define include:



which c lls they w nt to record



whether or not they h ve to tell people th t they re being recorded nd does this v ry by loc tion



where they w nt to store the c lls nd in wh t form t



whether they w nt to record just intern l or extern l c lls, or both



how long they w nt to ret in the records.

Once you h ve the scope of the compli nce requirement you c n t lk to the multimedi , telephony,

d t b se nd network dministr tion te ms to get some ide of wh t it will cost to do this. At the end of

this process you should be ble to give the Compli nce & Risk te m some options nd the likely cost of

e ch.

3.3 Who: which endpoints to record

The first thing to do is define the number of endpoints th t need to be recorded nd where they re,

both geogr phic lly nd in terms of their position on the network. You m y w nt to cre te m trix th t

lists:



e ch endpoint ddress



the country it’s in (if relev nt)



the g tekeeper it’s tt ched to



its likely b ndwidth.

3.3.1 Example: General Mortgage Bank

For the s ke of ex mple, let’s look t hypothetic l customer, the General Mortgage Bank (GMB). The

b nk’s compli nce te m w nts to be ble to record video conferences for sever l different groups in

number of countries th t h ve different compli nce regul tions.

They w nt to record:



their bo rd meetings, which t ke pl ce every month vi video conference from the bo rdrooms in

London, Tokyo nd New York



their tr der convers tions, which re gener lly short c lls m de from 20 desks on two tr ding

floors in London equipped with videophones



c lls from the m n gement in the New York office



t their CEO’s discretion, his c lls to business p rtners nd clients.

This gives tot l of 48 endpoints:



3 in the bo rdrooms in London, New York nd Tokyo, used once month for n entire d y



40 desks on the London tr ding floors, used ten hours d y for numerous short c lls



4 in the New York office which re on perm nently



1 in the CEO’s office, used once or twice d y for c lls of up to n hour.

The m trix for GMB might look something like this:

Table 2: Sample endpoint matrix

Endpoint URI Countr VCS Bandwidth (mb/s)

[email protected] UK VCS1-UK 4

UK.bo [email protected] UK VCS1-UK 4

US.bo [email protected] USA VCS1-US 4

JP.bo rdroom@gmb.jp J p n VCS1-JP 4

UKtr de[email protected] UK VCS2-UK 0.384

“ (times 39) “ “ 0.384

UStr der@gmb.us USA VCS2-US 0.384

“ (times 3) 0.384

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