TANDBERG Compliance Appliance Quick reference guide

Compliance Appliance™
Deployment Guide

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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 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.

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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
3
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.

4
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
5
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.

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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 [e-mail] J p n VCS1-JP 4
UKtr de[email protected] UK VCS2-UK 0.384
“ (times 39) “ “ 0.384
UStr [e-mail] USA VCS2-US 0.384
“ (times 3) 0.384

3 Defining the compliance policy
7
3.4 How man TCAs: what resolution to record
Once you know the number of endpoints, you need to know the tot l b ndwidth of ll the endpoints
the customer w nts to record t the s me time. This determines how m ny TCAs you need to be ble to
record the pe k volume without overstepping the m ximum volumes the TCA c n receive nd
tr nscode.
The TCA c n record up to 100 stre ms (i.e. 50 point-to-point c lls) t 1 meg bit/second
so if the pe k volume is likely to exceed th t then you need nother TCA. Note th t limit
is reg rdless of b ndwidth, so even if e ch stre m w s 384 kb/s, the TCA would still only
record 100.
B ndwidth is function of the resolution of c ll, so n org niz tion th t h s 30 high-definition c lls
producing 4 mb/s h s much higher b ndwidth requirements th n one running 10 c lls from
videophones t 384 kb/s.
The TANDBERG M n gement System (TMS) provides r nge of reports th t c n help you to work out
the ver ge nd pe k b ndwidths of the org niz tion.
3.4.1 Example: General Mortgage Bank
GMB’s bo rd meets on the 15
th
of e ch month vi video conference from the bo rdrooms in London,
New York nd Tokyo. On these d ys the three bo rdroom endpoints gener te six high-definition
stre ms of 4 mb/s, or 24 mb/s in tot l, for bout ten hours.
While the bo rd is meeting, the tr ders in London re still using their videophones, gener ting bout 17
mb/s (384 kilobits*44) giving pe k lo d on these d ys of bout 41 mb/s for ten hours. This is well
within the 100 mb/s c p city of single TCA to store nd tr nscode, but the b nk decides it might be
good ide to inst ll second one nyw y to provide redund ncy.

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4 Storage
4.1 What we mean b ‘storage’
The TCA h s over ter byte of intern l disk sp ce which it uses to store the recordings tempor rily
until it tr nscodes them to extern l stor ge. When we s y storage we me n the disk sp ce provided by
network- tt ched stor ge device (NAS) or stor ge- tt ched network (SAN) to which the TCA is
tt ched over LAN or WAN link. The TCA tr nscodes to this extern l stor ge for long-term rchiving
of the recordings.
Important : it is the org niz tion’s responsibility to provide enough extern l stor ge
c p city to cope with the output of the TCA. The mount of output is determined by the
compli nce policy. You c n work out how much stor ge the TCA will need, but the
org niz tion must decide how long it w nts to keep the recordings nd in wh t resolution
nd ensure th t this stor ge sp ce is v il ble. The TCA does not perm nently store
nything, once recording h s been tr nscoded it is deleted from the TCA.
4.2 What gets stored where?
Recordings re stored on wh tever extern l stor ge device the TCA is tt ched to. When you finish
inst lling nd configuring TCA you should give the customer h ndover document th t lists the det ils
of the TCA’s configur tion, showing which endpoints it is recording, where it is tr nscoding to nd the
tr nscoding bit r te. The Configuration Checklist t the b ck of this document is good st rting point.
4.2.1 External calls
VCSs c nnot send Loc tion Request Queries outside their network, so VCS c n’t sk TCA in
nother org niz tion to record c ll. Where two org niz tions re using TCA, the loc tion of the
recording depends on e ch org niz tion’s recording policy. If both TCAs re set to record c lls going
out nd coming in from outside the org niz tions, both TCAs will cre te copy of the c ll. If the TCA
of the org niz tion receiving the c ll is not configured to record ll incoming c lls, only the TCA of the
org niz tion th t initi tes the c ll will record it.
4.2.2 Viewing recordings
You c n view tr nscoded recordings with ny MPEG4 pl yer. You c n only view recordings fter the
TCA h s tr nscoded them to extern l stor ge; there is no f cility for viewing recordings in the TCA’s
tempor ry stor ge.
4.2.3 Example: General Mortgage Bank
GMB h s two TCAs, one in London, the second in Tokyo. The Tokyo TCA is configured to record only
c lls from the New York office nd the bo rdrooms, so it provides ‘redund ncy’ nd steps in if the
London one f ils. Of course, this me ns th t if the London TCA f ils, ll loc l London c lls will be
routed through Tokyo until it comes b ck online, but t le st recording will continue.

4 Storage
9
The recordings from these TCAs re lso stored in different extern l stor ge loc tions. Viewing the
recordings of the bo rdroom nd New York endpoints requires ccess to the stor ge in Tokyo, while
viewing ll the other recordings requires ccess to the London stor ge.
4.3 How much storage do ou need?
The decisive f ctors ffecting stor ge requirements re:
 the number of c lls you re recording
 the resolution in which you choose to store the video
 how long you need to store it.
This will equ te to doll r figure per meg byte, per ye r.
The TCA records c lls ex ctly s they re tr nsmitted, but it provides unencrypted video ( nd udio) to
the extern l stor ge. This process is c lled ‘tr nscoding’ nd the TCA does it continuously s it is
recording, then deletes the recording from its intern l stor ge. This cle rs the disk stor ge in the TCA
to m ke room for new recordings.
4.3.1 Choosing a transcoding bit rate
In the tr nscoding process, the TCA c n convert ny higher definition file to lower definition file th t
requires less stor ge sp ce. By choosing the tr nscoding resolution you c n control how much disk sp ce
you need nd how quickly the TCA tr nscodes e ch c ll.
For ex mple, if you choose to store high-definition files s they re, you will need lot more stor ge
th n if you decide to tr nscode them into sm ller file form t such s CIF. The tr nscoding process will
lso t ke longer, s there is more inform tion to tr nscode.
You set the tr nscoding resolution in the Administr tion Applic tion when you configure TCA. Be r in
mind th t the bit r te you choose needs to m tch the resolution – choosing high resolution nd low
bit r te will c uses issues such s lost fr mes nd slow tr nscoding.
Tr nscoding resolution is glob l setting for e ch TCA. If n org niz tion w nts to store
recordings from different endpoints t different resolutions it will need sep r te TCA for
those endpoints.
4.3.2 Consider the content
Another spect to consider when choosing this setting is the content in the recordings. If you choose
very sm ll tr nscoding resolution to s ve stor ge sp ce, you m y not be ble to see everything in the
recording cle rly. This is especi lly import nt if you expect users to include content such s PowerPoint
present tions – t low resolutions these c n become too sm ll to re d.

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4.3.3 What TCA generates
When it tr nscodes recording, TCA gener tes n .mp4 file cont ining the video nd udio, plus .xml
‘sidec r’ file th t cont ins inform tion bout the .mp4 file. It writes these files to directory on the
nomin ted extern l stor ge device ccording to these rules:
 directory tree is ye r/month/d y
 file n me is origin UR _destination UR _TCA D number_unique call D.mp4
 the ‘D te modified’ d te of the .mp4 file is the time t which the c ll w s initi ted.
This screenshot shows n ex mple of the directory structure nd file form t:
If you re lso storing sep r te copy of the udio only, TCA tr nscodes it into .m4 file.
Whoever is responsible for m n ging the recordings will need to conduct periodic checks of the stored
files to ensure th t the recordings re tr nscoding correctly.
If recording is more th n two hours long, TCA bre ks it up into series of recordings
e ch of two hours or less.
 If the endpoint is p rticip ting in conference hosted on n MCU then the recording n me will be
of the form origin UR _MCU UR _TCA D number_unique call D.mp4, if the endpoint di led into the
MCU nd MCU UR _destination UR _TCA D number_unique call D.mp4 if the MCU di led the
endpoint.
If you re using TANDBERG Codi n MCU nd ‘Use conference n me s c ller ID’ is set
on the MCU then the outputted recording will be in the form t of
ConfName_endpointName. This is for H.323 only nd does not work with SIP c lls. SIP will
lw ys be MCU UR _destination UR .
4.3.4 Handling recording and transcoding errors
TCA utom tic lly te rs down c ll if recording stops for ny re son. When the TCA becomes
v il ble g in the c ll c n resume. In this situ tion, the TCA tr nscodes the incomplete p rt of the c ll
with the design tion ‘p rti l’ in the filen me so you c n identify th t it is n incomplete c ll.
If tr nscode is not completed for ny re son (e.g. the connection to stor ge f ils), you will see n
incomplete .mp4 file in the directory but no m tching sidec r file. When TCA tr nscodes the recording
g in nd produces complete .mp4 file, it will lso cre te the sidec r file.

4 Storage
11
TCA does not delete incomplete tr nscodes or ny other files from stor ge; this is the
responsibility of the stor ge dministr tor.
4.3.5 If external storage is unavailable
If the TCA is un ble to tr nscode for ny re son (e.g. stor ge becomes full, link to the stor ge becomes
un v il ble) the TCA will keep recording until its intern l stor ge is full. When its intern l stor ge is
full it will not record ny more c lls. Once the link is re-est blished it will st rt tr nscoding the
recordings. When there is sp ce on its intern l stor ge g in it will st rt recording new c lls.
4.3.6 Separating audio and video
A video recording includes n udio component, but some countries llow org niz tions to store video
nd udio sep r tely for different lengths of time. For ex mple, if n org niz tion is required by l w to
keep udio files for seven ye rs, but video for only six months it c n set its stor ge rules to delete the
video six months fter it w s tr nscoded to extern l stor ge. This c n signific ntly reduce long-term
stor ge needs.
To c ter to this, TCA c n m ke sep r te copy of just the udio component (in .m4 form t) nd store
it sep r tely. Ask the Compli nce & Risk te m if ny regul tions like this pply to their oper tions.
4.3.7 Example: General Mortgage Bank
GMB gener tes on ver ge bout one gig byte per d y of video d t nd is required by l w to store
these video files for seven ye rs. This represents signific nt expense, so it’s in the b nk’s interests to
reduce the stor ge volume required s f r s possible.
After discussing it with the regul tors, their Compli nce & Risk te m concludes th t storing the video of
the de lers in CIF resolution is dequ te for disclosure purposes, but th t the bo rdroom conferences
need to be in VGA or better. They inst ll two TCAs, one for the bo rdrooms th t tr nscodes to VGA,
nd one for the de ler groups, which tr nscodes to CIF t 192 kb/s, reducing the over ll d ily
tr nscoding volume signific ntly.
4.4 Recording indicators: when to pla them
In some countries the l w requires th t org niz tions tell people th t c ll is being recorded. In the
USA for ex mple, this rule v ries from st te to st te, but gener lly t kes one of three forms:
 ‘no p rty’ – no requirement to inform either c ller th t they re being recorded
 ‘one p rty’ – n org niz tion must tell its employees th t they m y be recorded (though this c n be
done through their employment contr ct r ther th n on n ad hoc b sis)
 ‘two p rty’ – org niz tions must tell both p rties in the c ll th t they re being recorded.
TCA comes with st nd rd udio nnouncement nd im ge th t you c n configure to pl y nd displ y
t the st rt of c ll. How nd when n org nis tion chooses to do this depends on the loc l rules nd the
type of c ll. In future rele se org niz tions c n lso choose to repl ce the st nd rd im ge nd sound
file with its own versions.

12
4.4.1 Setting recording indicators
Using the TCA Administr tion Applic tion you set whether or not to displ y them to the endpoints
involved in c ll.
The Recording Indic tor is glob l setting per TCA, so if n org niz tion w nts some
endpoints to displ y the indic tors while others don’t, it will need sep r te TCAs.
4.4.2 Example: General Mortgage Bank
GMB w nts to remind its directors th t the bo rd meetings re being recorded. The tr ders on the other
h nd, re m king dozens of short c lls d y nd don’t w nt to be const ntly held up by the
nnouncement.
Through the TCA Administr tion Applic tion, they configure one TCA to record the bo rdroom
endpoints nd set it to show the recording indic tor. They set the other TCA to record the tr ders’
videophone endpoints nd turn the indic tor off.

5 Optimizing TCA performance
13
5 Optimizing TCA performance
To void c ll l tency or other qu lity issues you need to consider the network configur tion, the
loc tion of the endpoints nd the physic l pl cement of the TCAs.
5.1 Efficient media streaming
When it records c ll, the TCA interposes itself between the endpoints, so it’s import nt th t it be
physic lly s close to the endpoints s possible.
Avoid situ tions in which the medi from endpoints th t re close together is being routed
over wide re network to TCA loc ted f r w y (e.g. in nother country). Th t sort of
configur tion m y cre te l tency nd other issues.
Slower speed links such s wide re network links re the ones you need to use most efficiently. As
c lls re being m de in re l-time, the links between endpoints nd TCAs need to be efficient enough to
support the video stre m.
5.2 Efficient transcoding
The link to the extern l stor ge c n fford to be slower s it only ffects tr nscoding, but efficient
tr nscoding is still import nt. Tr nscoding r te is function of resolution nd link speed. The higher the
resolution required nd the slower the link, the longer it will t ke to tr nscode the video.
Wherever possible, connect the TCA to extern l stor ge over low-l tency link nd
tr nscode to the lowest possible resolution.
If the TCA is copying high-definition files to extern l stor ge over slow wide re network , you m y
lso experience drop-outs, in which c se TCA will rest rt tr nscoding wh tever file w s interrupted.
In extreme c ses you risk being in ‘tr nscode deficit’ where the volume of incoming video exceeds the
r te of tr nscoding to the point where the TCA runs out of disk sp ce. TCA c n support 100 stre ms t
1 meg bit/second while tr nscoding to CIF t 192 kb/s t two hundred times th t r te, so this situ tion
is unlikely to occur unless you h ve m ssive input volumes, but it’s import nt to be w re of it.
5.3 Taking local regulations into account
Another f ctor ffecting the number of TCAs is v ri tions between loc l compli nce regul tions. For
inst nce, some countries require recordings involving their citizens to be stored in th t country only, so
this c n lso ffect where you physic lly put the TCA, or which extern l stor ge you tr nscode to.

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5.3.1 Example: General Mortgage Bank
GMB h s number of f ctors to consider when deciding where to put their TCAs:
 their m in d t centre nd long-term stor ge f cility is in London
 most of their c lls re m de in London between two office buildings there
 their compli nce policy requires bo rdroom conferences to be recorded in t le st VGA resolution
 loc l J p nese regul tions stipul te th t c lls involving J p nese citizens must be stored in J p n
 the de lers don’t w nt the recording indic tor to pl y every time they m ke quick c ll, but the
b nk needs it displ yed on ll the CEO nd bo rd recordings.
To c ter to ll of these requirements, GMB inst ll one TCA in London nd second one in Tokyo. They
configure the London TCA to record ll the de ler nd CEO c lls s it is physic lly closest to these
endpoints nd the c lls don’t require recording indic tor. This ensures th t ll the loc l video
conferences rem in on the UK LAN r ther then being routed over WAN vi Tokyo nd b ck g in.
They configure the Tokyo TCA to record the bo rdroom c lls s these involve endpoints in Tokyo,
New York nd London, require recording indic tor nd h ve to be stored in J p n. The Tokyo TCA is
lso configured to ct s redund nt TCA for the whole network if the London one f ils for ny re son.
Fin lly, they configure the London TCA to tr nscode t CIF resolution over the LAN link to the loc l
d t centre. The Tokyo TCA is configured to tr nscode t VGA over the LAN to extern l stor ge in the
Tokyo office. This deployment meets their compli nce policy requirements nd provides the most
efficient tr nscoding process for both TCAs.

6 Implementing the compliance policy
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6 Implementing the compliance polic
6.1 The VCS Polic File
As we s id before, when TCA records conference, it interposes itself between the endpoints. To m ke
this possible, the network needs to be ble to identify which endpoints need to be recorded so it c n
direct them to the TCA.
TCA relies on policy file th t sits on its neighbored VCS to tell it which endpoints to record. By
editing this file you define which endpoints you w nt TCA to record.
Important : it is essenti l th t you m ke b ckup of the origin l VCS Policy file before
editing it to include instructions for the TCA. If you need to turn TCA off for ny re son
you will need to revert to the previous version of the VCS Policy file.
6.2 Using patterns to identif compliant endpoints
To define which endpoints to record, you could just m ke list of the relev nt URIs or E164 numbers,
but th t is r ther inflexible method requiring const nt upd ting nd prone to error. The preferred
method is to define ‘p tterns’ th t TCA recognizes.
Some ex mples might be to record:
 ll E164 numbers beginning with p rticul r digits
 the subnet IP ddresses th t identify zones (e.g. 103.72.0.0) where ‘103.72’ is the identifier
 ll URIs cont ining p rticul r string (e.g. [email protected]) where ‘@uk.gmb.com’ is the
string to m tch.
You define the p tterns of the endpoints you w nt to record in the VCS Policy file. See Creating the
policy file on p ge 20 for more inform tion bout editing nd using policy files.
6.2.1 Considering the implications
Cre ting p tterns th t meet n org niz tion’s compli nce requirements c n be complex business nd
m y require ren ming of endpoints. If you h ve to do th t, you m y lso find th t you need to ch nge
business c rds, ddress books nd so on, so the implic tions need to be considered c refully when
defining the compli nce policy.
You m y w nt to st rt with list of the specific endpoints th t need to be recorded, then implement
more sophistic ted system using p tterns over time. M ny org nis tions only do upd tes to systems
every six months, so you m y need to coincide with the IT dep rtment’s schedule if you pl n to do
things like ch nge endpoint ddresses.
There will be number of w ys to h ndle this depending on e ch org niz tion’s compli nce policy nd
its network configur tion. You will need to discuss this with the IT nd video conferencing te ms so you
c n reconcile the needs of the compli nce policy with the pr ctic l implic tions nd likely costs.

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6.2.2 Example: General Mortgage Bank
GMB h s 48 endpoints it needs to record, so they need w y to identify these to the TCAs.
The b nk h s f irly high turnover of de ler st ff, so m king list of their URIs is not pr ctic l. Inste d,
they opt to ren me the tr der endpoints with n identifier, so [email protected] becomes
[email protected]. They then edit the policy file to recognise ll URIs cont ining ‘.tr der’ s
needing to be recorded.
The identifiers for the CEO nd bo rdroom endpoints re unlikely to ch nge, so their E164 numbers or
URIs c n simply be dded to the policy file. The four endpoints in the New York office re distinctive
bec use they h ve their own URI extension of ‘@us .gmb.com so GMB c n edit the policy file to
recognise ll URIs cont ining ‘@us .gmb.com’ s needing to be recorded.
6.3 Neighboring a TCA using zones
6.3.1 About neighboring
Video Communic tion Servers (VCS) use ‘zones’ to define groups of endpoints th t re ccessed vi
other g tekeepers. The g tekeepers re known to the VCS s ‘friends’ or ‘neighbors’. TCAs h ve to be
neighbored to VCSs in much the s me w y s g tekeepers. Once you h ve neighbored the TCA to
VCS, you c n uplo d policy file to the VCS th t tells it how to use the TCA.
This di gr m shows typic l simple deployment with two TCAs:
In this deployment:
 EP1 nd EP2 re registered with VCS1
 TCA1 nd TCA2 re neighbored with VCS1
 Zone A is defined with two peers, TCA1 nd TCA2
 TCA1 nd TCA2 re tr nscoding to NAS1
 VCS1 chooses either TCA1 or TCA2 to record c lls between EP1 nd EP2
 if TCA1 is un v il ble, VCS1 chooses TCA2.
An ltern tive to this would be to put the TCAs in sep r te zones so you c n ssign c lls to e ch TCA
ccording to priorities in your VCS policy file.