Recording work meetings in Teams and Zoom

Principles and instructions for recording work meetings in video or text format.
A person using a laptop and tablet.
Illustration image. Photo: Kalle Kataila.

Recording meetings on platforms such as Teams and Zooms has become an easy way to take notes and share it with the participants who were absent from the meeting either in video or text format. However, it is important that all members of Aalto community recognize both the benefits of making recordings and also the risks and responsibilities related to areas such as data protection. In addition, it is important that we all comply with the same principles. On this page we have gathered the instructors and principles of how to utilize recordings of work meetings in Teams and Zoom.

Instructors on this page only applies to the recording of work meetings in video and/or text format. There are separate instructions for research and teaching purposes.

Before you record, determine the reason for recording

Practical instructions for recording

  • Mention already in the meeting invitation both that the meeting will be recorded and the reason for this (e.g. accessibility, promotion of participation, later use).
  • Depending on the situation, you can ask participants to turn off their cameras.
  • Ensure that the recording does not contain unnecessary information, discussions, and interruptions. In the future, it will be possible to exclude the chat room from the recording.
  • Teams and Zoom show participants that the meeting is being recorded or saved in a text format (transcription). In Teams, a person joining the meeting later on also receives a notification that the meeting is being recorded.
    • Teams meeting recordings are saved in the OneDrive account of the person recording. Access rights to the video can be set in recorder’s OneDrive account
    • Teams shares the link to the meeting recording in the chat with all the meeting participants
    • A Zoom meeting recording is saved on the computer of the person recording and must be separately uploaded to another service in order to be shared
  • If the transcription contains errors, it should be corrected and approved by the participants when necessary
  • If you want to delete one or multiple parts of a recording, you can do so using tools such as Panopto or the Adobe video editor.  

Things to remember if you have made a recording: 

  1. Recording may come under the Act on the Openness of Government Activities and be subject to requests for information. 
  2. Recording contains personal data such participants' names, voices, images and any information that may appear in the discussions, so it is subject to GDPR and other data protection rules for the processing of personal data.
  3. The recording may end up being displayed out of its original context, for example in social media.
  4. The person recording is responsible for the retention of the recording, and any transfer of this responsibility must be agreed upon.
  5. Limit the retention period of the recording only to the time needed to make use of it, then make sure it is deleted.
  6. Store it in a secure location – please note that the recording can be located in a different location than where you usually store your files.
  7. Copyright: the recording may contain copyrighted content.
  8. Any sharing of it should be considered separately: a reason for recording is not a reason for sharing the recording or making it available.

Potential problems

What should a participant do if they oppose the recording or want alternatives? 

  • If any participant objects to the recording, the recording is usually not made. It may also be agreed that only part of the event will be recorded or, depending on the situation, it may simply be agreed that the person opposing the recording does not attend the meeting. The recording is announced in advance, therefore the organiser should also be informed in advance of any opposition so that alternatives can be considered and examined.  
  • Other possibilities include anonymous participation, such as joining with a guest ID or by phone, or turning off one’s camera.

Other potential problems:  

  • If the recording ends up in the wrong context or wrong hands, it may count as a data protection or information security incident, in which case you should report the matter to [email protected]
  • If you want to delete one or multiple parts of a recording, you can do so using tools such as Panopto or the Adobe video editor.  
  • If the recording is lost, the system administrator or service administrator can be contacted via Servicedesk at [email protected].
  • If either one of the participants or a third party requests a copy of the recording for themselves, e.g. on the basis of the Act on the Openness of Government Activities, see here for more information: Processing a request for information at the university | Aalto University
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