How to choose the right Microsoft Teams call recording software for compliance
As Microsoft Teams becomes the default communications platform for many organisations, ensuring compliance in recorded conversations is vital. For firms in regulated industries, every client call, meeting or message may need to be captured, retained and made auditable.
Not all recording tools are designed for regulated use. While some simply capture calls for convenience, only a true compliance call recording solution can meet the demands of regulators such as the FCA and GDPR authorities.
This article explores the features, partner considerations and evaluation criteria that IT and compliance teams should apply when selecting the right Microsoft Teams call recording software.
Why compliance matters when recording Teams calls
Regulatory drivers
Compliance call recording is a requirement across multiple industries. For financial services firms regulated by the FCA, communications that relate to client orders, advice or transactions must be recorded and retained for at least five years, and in some cases seven. Under GDPR, recorded conversations qualify as personal data, meaning strict rules apply to storage, security and retention. Public sector organisations face further obligations around transparency and Freedom of Information (FOI).
Treating Teams like any other recordable platform
Teams is now a central communications hub, but its blend of chat, video, voice and file sharing makes compliance more complex than with traditional telephony. Regulated organisations must apply the same rigor to Teams compliance call recording as they do to trader voice systems or contact centre lines, ensuring every relevant interaction is captured and retrievable.
Must-have features in a compliance-ready recording solution
When evaluating Microsoft Teams call recording software, certain features are non-negotiable for compliance:
Automated capture of all Teams interactions
Solutions must record calls, meetings, chats and file sharing automatically, based on user or policy assignment. Relying on staff to initiate recording creates compliance risks.
Secure long-term storage
Regulations often require records to be stored for years or decades. Solutions must provide tamper-proof, reliable storage with flexible retention controls.
Encryption and access control
Recordings should be encrypted in transit and at rest. Role-based access ensures only authorised compliance or legal staff can review recordings, protecting sensitive data.
Audit trail and searchability
Every access, playback or export of a recording should generate an audit log. Metadata tagging and advanced search capabilities ensure records can be located quickly during audits or investigations.
Retention policies
The software must support configurable retention rules, aligned with FCA or GDPR requirements. This includes automated deletion or archiving after set periods.
Scalability and Microsoft certification
Enterprises need solutions that can scale across thousands of users in hybrid environments. Microsoft certification ensures the software integrates reliably with Teams and is future proofed against platform updates.
How to assess Microsoft Teams compliance recording partners
Selecting a provider is as important as choosing the right product. The right partner ensures smooth implementation and long-term compliance.
- Certification: Look for vendors recognised under the Microsoft Partner Programme, with certification for compliance recording.
- Industry experience: Providers should have a proven track record in regulated sectors such as finance, legal or public sector.
- Audit support: Vendors should demonstrate how they assist clients during audits, from providing evidence to showing system integrity.
- Integration and partnership: Effective providers support policy enforcement, system integration and ongoing compliance monitoring.
Ultimately, organisations should evaluate Microsoft Teams compliance recording partners based on their ability to deliver long-term compliance confidence, not just technical features.
Questions to ask during your vendor selection process
To shortlist solutions effectively, IT and compliance teams should ask targeted questions, such as:
- Does the solution capture all Teams modalities — voice, video, chat and file sharing?
- How is data stored, encrypted and protected against tampering?
- Can retention settings be configured to match our compliance policy?
- How does the system support us during an FCA or GDPR audit?
- Is the platform scalable to support remote, hybrid and global teams?
- What is the vendor’s roadmap for keeping pace with Microsoft Teams updates?
These questions help organisations move beyond feature checklists to evaluate the provider’s ability to deliver consistent compliance at scale.
How Liquid Voice supports compliant Teams recording
Liquid Voice is a trusted partner for regulated organisations adopting Teams. As a Microsoft-certified provider, it delivers a compliance-first approach to recording, ensuring that policies and regulatory requirements are enforced through technology.
Key differentiators include:
- Microsoft-certified integration for reliable capture of Teams interactions
- Compliance-led features such as secure storage, encryption, retention controls and full audit trails
- Unified archiving that consolidates Teams recordings with legacy recording platforms into one searchable archive
- Scalable infrastructure designed for enterprises managing thousands of users and decades-long retention periods
In short, our Microsoft Teams recording solution is certified and built for compliance — giving organisations the confidence to meet FCA, GDPR and industry obligations while maintaining operational efficiency.
Conclusion
Choosing the right recording solution for Microsoft Teams is a critical decision for regulated organisations. Compliance depends on both policy and platform: software must automate capture, apply retention and access rules, and provide auditable, tamper-proof storage.
By focusing on compliance-ready features and partnering with certified providers experienced in regulated industries, firms can ensure that compliance call recording is not a vulnerability but a foundation of regulatory resilience.
