For Compliance Administrators and IT Administrators.
Overview
Offboarding is the structured process MCO follows when your organization's use of eComms Keep, eComms Review, or eComms Guide ends. The process is designed to give you a complete, verifiable copy of your data before MCO closes your account, so your organization can meet its own recordkeeping obligations after the relationship ends.
Offboarding begins after MCO and your organization agree on a shutdown date. From that point, MCO works through capture deactivation, data export, and account closure in a fixed sequence — each step depends on the one before it, so data is never deleted before you have had the chance to retrieve it.
MCO follows the same offboarding sequence regardless of firm size or which eComms products you have licensed. The specific capture sources deactivated in your case depend on which sources your organization had configured.
Steps 1 through 9 are supported as part of your active service and must be completed during the term of your agreement with MCO. The time needed to complete these steps depends on factors such as the volume of your historical message store and the variety of communication sources active in your account. Step 10 — account closure and data purge — typically occurs within 30 days of access revocation in step 9.
How it works
Step | Step | What happens | Who acts |
1 | Offboarding notice | MCO notifies you that account shutdown and deprovisioning is starting, including the target completion date. | MCO |
2 | Journaled sources stopped | You disable outbound journal rules (for example, email journaling) that send messages to MCO. MCO confirms that no new messages are arriving. | You, then MCO confirms |
3 | Chat and SMS capture deactivated | MCO deactivates capture of chat and SMS sources handled through a mobile capture vendor (for example, WhatsApp and SMS) and deprovisions the associated vendor account. | MCO |
4 | Additional capture sources disabled | MCO disables capture from your remaining configured sources, such as Bloomberg and ICE Chat. | MCO |
5 | Message count accounting | Once all data capture has stopped, MCO provides an accounting of the total raw message counts available for download, broken down by source. | MCO |
6 | Raw archive export | MCO makes your full raw archive available for download over SFTP, organized into folders by source, year, and month. | MCO, then you |
7 | Alert history export | MCO exports your alert history — including reviewer comments and pointers to the corresponding raw messages — as CSV files. | MCO |
8 | Data receipt confirmation | You confirm receipt of the raw archive and alert history exports. | You |
9 | Access revoked | MCO disables your organization's access to the eComms platform. | MCO |
10 | Account closure and data purge | MCO shuts down your account, purges your data from MCO systems, and sends written confirmation that offboarding is complete. This typically occurs within 30 days of access revocation in step 9. | MCO |
NOTE: Steps 3 and 4 apply only to the capture sources your organization had configured. If you did not use a given source, that step does not apply to your offboarding.
WARNING! Data purge in step 10 is irreversible. Confirm your archive and alert history exports are complete and usable before you confirm receipt in step 8.