While recording a meeting can be a helpful way to share information with those who could not attend, it is important to understand the technical, legal, and privacy implications of doing so.
Before hitting "Record," please review the following guidelines and best practices. Note: These guidelines apply to institutional and administrative meetings, not instructional class recordings.
1. Should you record the meeting? (Public Records Considerations)
Our general recommendation is to avoid recording meetings unless it is absolutely necessary. When you record a meeting where institutional business is being conducted, you are creating a complex digital record. Under state law, any portion of that recording related to NCSSM business is considered a public record. This means the recording is subject to public records requests, legal discovery, and specific data retention requirements.
If detailed notes or a brief written summary can serve the same purpose as a video recording, please opt for the written summary.
2. Use Only Approved Tools
If you must record a meeting, you are required to use NCSSM-approved platforms to ensure data security and compliance.
Approved Platforms: You may only use Google Meet or Zoom to record meetings.
Transcriptions and AI: If you are using Zoom and require a meeting transcription or AI summary, you must use Zoom AI Companion, which is integrated into ITS' enterprise licensing and management.
Prohibited Tools: Do not use third-party AI note-takers, transcription bots, or browser extensions (e.g., Otter.ai, Fireflies, Fathom, etc.). These unauthorized tools pose significant data privacy and security risks.
3. Best Practices for Attendee Consent
If you have determined that a recording is necessary and are using an approved tool, you must respect the privacy and consent of your attendees.
Communicate in Advance: Whenever possible, let attendees know in the calendar invitation that the meeting will be recorded and explain why (e.g., "This meeting will be recorded to share with staff who are on leave").
Announce Before Recording: Always make a verbal announcement immediately before you start the recording.
Provide Options: Allow attendees the opportunity to turn off their cameras or mute their microphones if they are uncomfortable being recorded.
If any attendee does not consent to recording and options are not acceptable or possible, the meeting in question should not be recorded.
Questions?
If you have questions about whether a specific meeting should be recorded, how to manage the resulting records (recording files), or how to use Google Meet or Zoom, please submit an ITS Help Desk ticket.