The crisis has moved large groups of workers home to work. That has caused an upsurge in the use of collaborative team tools. A particularly popular tool in the public and private sector is audio/videoconferencing. Zoom, UberConference, FreeConference, Skype Business, and others are simple to set up, easy to use, and can easily be set up to record conference sessions.
The records retention, consent to record and allowed access to these recordings can be much more of a problem. Just more computer files… aren’t they? No! They are computer files with recordings of conversations that may be covered by lots of rules not just at the whim of web and computer storage.
First advice: check with your legal advisors. For public sector meetings – there are many special rules. State laws, Federal law and regulations, and international aspects can all get involved very quickly when the audio/video/transcripts-recordings are stored for a team’s use and reference. Even though a meeting/call agenda might not start with anything vital, side-conversations and changes in direction can rapidly make for complex issues. Yes, the EU GDPR, UK DPA, and California CCPA all come into possible application. At the very least, policy is needed. At worst (since many firms choose to record everything by default) many different jurisdictions, policies, and rights may create an indescribable mess (technical description <g>). Do this TODAY: Check with legal to see if there is a policy, and if so, how it needs to be taught/told to everyone affected in the enterprise.
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