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Third-Party Call Recording Storage

When the call recording feature is enabled for your system, the PowerDialer and Click-to-Call creates digital audio files for live calls and stores them on your application server. These recordings are considered part of your data usage. The third-party recording storage tools provide some additional ways to help you manage this storage, and reduce costs.

Please note that the third-party storage tool must enabled by an InsideSales.com support representative before it will be available in your system. Contact InsideSales.com if you think your organization might be interested.

Licensing

Data storage is divided into three separate "buckets," one for database storage (records housed in the database), one for general file storage (file attachments, items in the Files tab area, etc.), and one for call recordings.

Be aware that this may affect your monthly billing amount, so be sure to double-check your storage allotment.

Hardware

Here's a few notes about how our dialer servers handle the physical storage of call recordings.

When calls record, the digital audio files initially save directly to the dialer server where the call took place. While the file is stored there, users can preview, download, or delete individual recordings but cannot download or delete them en masse.

Each night, the dialer server automatically transfers the recording files to the appropriate InsideSales.com data server that houses each client's respective database. Once offloaded from the dialer server(s), files can be viewed in the Files tab in the InsideSales LMP, and downloaded or removed en masse.

With a third party storage option in place, files are still transferred off the original dialer server, but are sent to a separate physical server from the client database. All of the functionality is the same, and all of the file links in the Files tab are there, we've just offloaded the storage to a different physical location, freeing up that space on the primary database servers. This helps keep call storage costs lower, and reduces performance overhead on the database servers.

The Third-Party Storage Utility

However, some of our users still use a substantial enough amount of call recording storage to incur monthly storage fees. To help clients reduce these costs, and take more control over the storage and backup of their recordings, we have included the ability to send call recordings to a third-party server location each night, instead of to InsideSales.com's database.

User Interface

Observe the Off-site Recording Storage link under the Manage Call Recordings link on the administrative page.

The link takes you to a page where you can set up a dedicated, off-site server location where your call recordings will be sent on a nightly basis.

If your company keeps large amounts of call recordings on your InsideSales.com system, you may want to leverage this tool for cost savings, as InsideSales.com charges a monthly fee to clients who exceed their allotted hosted storage amount.

The tool provides two options, (or locations) where clients can push their recordings: 1) To their own off-site SFTP location, or 2) to an Amazon Cloud storage account.

SFTP Settings

Here is a brief description of the settings:

  • Transfer Type - This sets the transfer type to SFTP or Amazon S3. For detailed information about this option, see the section of this page entitled Amazon S3 Help Guide for InsideSales.com
  • Domain or IP - This points to the Web location with SFTP access.
  • User Name - Enter the SFTP account user name for the specified domain / IP address.
  • Password - Enter the SFTP password for the specified user name.
  • Public / Private SSH Keys - We can use either the user name / password combination to access your server, or SSH key pair. The SSH key pair method is the most secure, and should be used if at all possible.

    If the SSH key pair is used, the system will ignore the user name / password combination. If, however, the public or private SSH key is encrypted (which is often the case), enter the user name and password for the SSH key de-encryption, NOT the user name and password for the SFTP server. The service will use the SSH options to make the server connection.
  • File Directory - If this field is used, it will create a sub-directory on the SFTP server where the files will be stored. If nothing is specified in this field, files will be dropped into the root directory defined for your SFTP account.
  • Default File Name - This sets the file name parameters for recordings AFTER the files are moved each night on to the third-party server. Names will combine three elements, which can be chosen from the following options:
    1. Date Created
    2. Employee Name
    3. Contact Name
    4. Contact ID (record ID)
    5. Number Called

An Important Reminder

The third-party recording and file storage elements of our system provide many helpful features to our users.

We HIGHLY RECOMMEND that you regularly review your system data usage, and identify aspects of your setup which incluence your usage and storage fees.

Continue reading below for more information about the Amazon S3 storage option.

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