XOPS

The Platform  /  Domains  /  Communications

Communications Lifecycle.
Provision to preserve.

Every mailbox. Every number. Every channel. Coordinated as one continuous lifecycle — from the moment a new hire’s mailbox provisions to the moment a litigation hold needs to land everywhere at once.

5

Lifecycle phases

4

End-to-end runbooks

Weeks

To first production Outcome

The lifecycle, end to end

Five phases.
One coordinated lifecycle.

Email, voice, collaboration, governance, and the moment of preservation — synchronized across every platform a modern enterprise depends on.

1

Email & mailboxes

Mailbox provisioning, distribution lists, forwarding, retention, transport security, mailbox conversion.

2

Voice & phone

DID assignment, calling plans, voicemail, auto-attendants, queues, SBC, E911, number recycling.

3

Collaboration & UC

Teams/Slack workspaces, federation, guest access, meeting rooms, UC policy, mobile softphone.

4

Compliance & eDiscovery

Litigation hold, eDiscovery, DLP, retention policy, channel governance, threat protection, archive.

5

Deprovisioning

Mailbox conversion, license recovery, distribution-list cleanup, number recycling, BYOD policy enforcement.

Pre-built runbooks

Four runbooks.
Every communications transition.

Each runbook coordinates the work across every platform involved — HRIS, IDP, M365 or Google, Zoom or Teams, carriers, eDiscovery vendors, mobile MDM — and adapts when reality breaks the script. Every transition follows a governed, auditable path. Every action is reversible.

Provisioning

P2 · minutes

Communications Provisioning

Mailbox creation, UC platform account, calling-plan assignment, license allocation, policy package, mobile config — coordinated end to end on hire or role change.

Voice

P2 · same-day

Phone System Provisioning

DID assignment, port-in coordination, calling-plan + voicemail, E911 location validation, auto-attendant or queue routing, softphone delivery.

Deprovisioning

P1 · same-day

Communications Deprovisioning

Mailbox conversion to shared, archive policy, UC license reclaim, DL cleanup, phone number reclamation, mobile policy enforcement — with retention preserved where required.

Compliance

P1 · real-time

Litigation Hold Management

Hold application across mailbox, Slack/Teams, phone records, mobile messages, federated systems. Retention overrides. Evidence package ready in hours.

When timing matters

The litigation hold arrived on day 31.
She left on day one.

Standard offboarding ran cleanly. Then a lawsuit arrived. Outside counsel needs every email, every Slack DM, every phone log from a former senior leader — and standard retention has already started taking pieces.

Without coordination

Six-figure forensic discovery.

  • Day 1: Standard offboarding fires. Mailbox converts to shared. Phone number reclaimed and reassigned by day 14. DLs pruned. Retention timers running.
  • Day 28: 14-day retention timers tick. Non-essential email artifacts begin auto-deletion. Slack DM archives partially purged.
  • Day 31: Litigation hold issued. Email mostly intact — with gaps. Phone records partially recoverable from carrier. Slack archives missing sections. Mobile message records: incomplete.
  • Outside counsel demands forensic discovery. Six-figure vendor engagement. Production has gaps. Opposing counsel exploits them.

With XOPS

Hold lands everywhere at once.

  • Day 1: Senior-leader resignation triggers a 90-day preservation window across every comms system — per policy — before retention timers start. Offboarding still runs cleanly; preservation runs in parallel.
  • Day 31, 9:47am: Hold formally issued. One Outcome fires: hold applies across mailbox, Slack/Teams, phone records, mobile messages, federated systems — all at once.
  • Day 31, 9:48am: Already-converted artifacts re-pinned. Phone records preserved. Slack archives intact. Number recycling reversed. Retention overrides applied.
  • Day 31, 4:00pm: Evidence package ready. Defensible production. Single chain of custody across every comms platform.
  • No forensic vendor. No production gaps. Counsel walks in with everything.

One legal event. Six communications systems coordinated in real time.
Zero evidence gaps.

What changes in production

Operational impact,
measured where it matters.

Representative outcomes observed across Fortune 500 deployments. Your numbers will vary — and we’ll measure them with you.

Real time

Hold application across systems

92%

Auto-provisioning rate

< 5 min

Mailbox provisioning on hire

Hours

Evidence production (was: weeks)

100%

Retention compliance posture

Single

Chain of custody, every platform

In production today

Running communications lifecycle
across the Fortune 500.

Customer outcome · S&P Global

Fortune 250 · Financial

From scattered eDiscovery to single-pane evidence.

S&P Global’s eDiscovery once spanned twelve separate platforms — each with its own retention policy, admin, and export format. The living knowledge graph now treats every comms artifact as one indexed reality. When legal places a hold, every relevant system preserves automatically. When evidence is requested, it produces in days.

12+

Comms platforms unified under one preservation policy

Days

Evidence production (was: months)

Zero

Retention violations under audit

“Outside counsel used to ask us how confident we were in the production. Now they ask how we did it. The graph holds the chain of custody, not a vendor.”

Director of eDiscovery & Information Governance · Fortune 100 Financial

1.4M+

Mailboxes under coordinated lifecycle

39

Countries with E911 coordination

Weeks

Typical time to first production Outcome

See it coordinate in your estate. In days, not quarters.

Pick one domain. Connect the systems. Run a real Outcome end-to-end before the next steering meeting.

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