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Navigating Options: A Guide to the WhatsApp Archiving Solution and ClientWindow Alternatives

The WhatsApp Archiving Solution was introduced following the increasing preference by clients to engage with professional relationship teams using WhatsApp and other convenient messaging apps. This can lead to a large amount of communications trafficking through apps on your mobile phone that need organising, including archiving. In order to meet the growing demand for these types of functionalities, traditionally associated with email and document filing systems, WhatsApp introduced the WhatsApp Archiving Solution. But how does it work and is it really what your business needs?

Understanding the WhatsApp Archiving Solution

WhatsApp archiving is the process of preserving data from WhatsApp messages for compliance and legal purposes as well as for keeping your inbox manageable. It involves capturing and retaining different types of data like text messages, images, video, voice messages, and call logs. The feature allows you to hide a chat or group from your main chat list without deleting it. When you archive a chat, it is essentially put on mute and disappears from the main chat list on WhatsApp where the conversations appear. The archived chats are not deleted but go into the archived folder from where you can unarchive and retrieve them anytime. What’s more, the archived messages are not deleted and unless you manually delete them, they will remain on your device indefinitely.  

A summary of the benefits to the WhatsApp Archiving Solution include:

  • Cleaner chat list: Over time, your WhatsApp chat list may become crowded and cluttered. Archiving chats helps you keep your list organised and only keep the chats where you regularly participate.
  • Privacy: You can use the Archive feature to hide chats from others. It can also be your ignore list since you will not be notified about new messages from archived chats.
  • Easy access: You can unarchive chats anytime you want. The archived chats are not deleted, they are just removed from the main WhatsApp screen and kept hidden in the Archived folder.

These benefits are great for keeping your communications organised whether for personal or business use. However, on the flip side, some of the functionality could actually cause you several business headaches.  

Drawbacks of the WhatsApp Archiving Solution

At first look, the WhatsApp Archiving Solution seems like a fantastic offering to help you manage a busy inbox without deleting any messages. This can be especially helpful for many professional services organisations where records of all client communications must be recorded and stored securely.  

However, the WhatsApp Archiving Solution unfortunately does not cover all your bases and many organisations will still find themselves falling foul of compliance requirements. This is largely because, whilst the communications are being archived, they are still being stored on individual, often personal, devices which their wider organisation does not have access to. The messages will also remain encrypted on this device so cannot be easily exported for central oversight and storing.  

Therefore, for many firms operating in regulated industries, for example, financial services firms, the WhatsApp Archiving Solution is unlikely to be fully compliant and you could easily fall foul of regulators which require communications to be transparent, freely available upon request and stored in the long-term. The archived messages could also easily be lost if the individual with the messages leaves their firm or deletes them by accident.

ClientWindow Features and Benefits: A Comprehensive WhatsApp Archiving Solution

ClientWindow has been specifically designed with the issues of maintaining excellent client communications and meeting regulatory requirements in mind. It lets risk and information management teams regain control of their communications data by centralising and securely managing messaging conversations. Moreover, this is not an add on or new action the user has to take – it happens absolutely seamlessly and day to day operations are not affected.

ClientWindow offers full message archiving capability through its integration with email archiving solutions such as Mimecast, allowing organisations to easily retrieve messages when required. It also offers full conversation search and conversation export capabilities. This helps regulated organisations centralise and retain client records, whilst also ensuring those organisations can present the conversation histories when required elsewhere, such as for legal cases.

In short, ClientWindow allows your client to continue using their preferred messaging app, such as WhatsApp, while you can easily capture and archive messaging data to meet industry specific retention requirements, monitor sensitive data sharing, and comply with privacy regulations.

Contact us today to find out more.

Frequently Asked Questions

How to I archive chats in WhatsApp?

To archive a chat or group on WhatsApp, follow these steps:

  • Open WhatsApp and go to the chat or group that you want to archive.
  • Swipe left on the chat or group.
  • Tap on the Archive option that appears on the right side of the chat or group.
  • The chat or group will now be archived and moved to the Archived Chats section.

To unarchive a chat or group, follow these steps:

  • Open WhatsApp and go to the Archived Chats section.
  • Swipe left on the chat or group that you want to unarchive.
  • Tap on the Unarchive option that appears on the right side of the chat or group.
  • The chat or group will now be unarchived and moved back to the main chat list.

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The WhatsApp Archiving Solution was introduced following the increasing preference by clients to engage with professional relationship teams using WhatsApp and other convenient messaging apps. This can lead to a large amount of communications trafficking through apps on your mobile phone that need organising, including archiving. In order to meet the growing demand for these types of functionalities, traditionally associated with email and document filing systems, WhatsApp introduced the WhatsApp Archiving Solution. But how does it work and is it really what your business needs?

Understanding the WhatsApp Archiving Solution

WhatsApp archiving is the process of preserving data from WhatsApp messages for compliance and legal purposes as well as for keeping your inbox manageable. It involves capturing and retaining different types of data like text messages, images, video, voice messages, and call logs. The feature allows you to hide a chat or group from your main chat list without deleting it. When you archive a chat, it is essentially put on mute and disappears from the main chat list on WhatsApp where the conversations appear. The archived chats are not deleted but go into the archived folder from where you can unarchive and retrieve them anytime. What’s more, the archived messages are not deleted and unless you manually delete them, they will remain on your device indefinitely.  

A summary of the benefits to the WhatsApp Archiving Solution include:

  • Cleaner chat list: Over time, your WhatsApp chat list may become crowded and cluttered. Archiving chats helps you keep your list organised and only keep the chats where you regularly participate.
  • Privacy: You can use the Archive feature to hide chats from others. It can also be your ignore list since you will not be notified about new messages from archived chats.
  • Easy access: You can unarchive chats anytime you want. The archived chats are not deleted, they are just removed from the main WhatsApp screen and kept hidden in the Archived folder.

These benefits are great for keeping your communications organised whether for personal or business use. However, on the flip side, some of the functionality could actually cause you several business headaches.  

Drawbacks of the WhatsApp Archiving Solution

At first look, the WhatsApp Archiving Solution seems like a fantastic offering to help you manage a busy inbox without deleting any messages. This can be especially helpful for many professional services organisations where records of all client communications must be recorded and stored securely.  

However, the WhatsApp Archiving Solution unfortunately does not cover all your bases and many organisations will still find themselves falling foul of compliance requirements. This is largely because, whilst the communications are being archived, they are still being stored on individual, often personal, devices which their wider organisation does not have access to. The messages will also remain encrypted on this device so cannot be easily exported for central oversight and storing.  

Therefore, for many firms operating in regulated industries, for example, financial services firms, the WhatsApp Archiving Solution is unlikely to be fully compliant and you could easily fall foul of regulators which require communications to be transparent, freely available upon request and stored in the long-term. The archived messages could also easily be lost if the individual with the messages leaves their firm or deletes them by accident.

ClientWindow Features and Benefits: A Comprehensive WhatsApp Archiving Solution

ClientWindow has been specifically designed with the issues of maintaining excellent client communications and meeting regulatory requirements in mind. It lets risk and information management teams regain control of their communications data by centralising and securely managing messaging conversations. Moreover, this is not an add on or new action the user has to take – it happens absolutely seamlessly and day to day operations are not affected.

ClientWindow offers full message archiving capability through its integration with email archiving solutions such as Mimecast, allowing organisations to easily retrieve messages when required. It also offers full conversation search and conversation export capabilities. This helps regulated organisations centralise and retain client records, whilst also ensuring those organisations can present the conversation histories when required elsewhere, such as for legal cases.

In short, ClientWindow allows your client to continue using their preferred messaging app, such as WhatsApp, while you can easily capture and archive messaging data to meet industry specific retention requirements, monitor sensitive data sharing, and comply with privacy regulations.

Contact us today to find out more.