During this era of COVID-19, internal business meetings via video conference are the norm rather than the exception. It’s easy to simply hit “record” and access it later for various reasons, like sharing it with those who could not attend, re-watching segments containing important information, or to archive it. This seems like a great feature until the company receives a discovery request or subpoena for what you thought was confidential company information and the information demanded happens to be on a recorded video call. This means that video calls could be viewed by outsiders that were not originally intended to be included in the meeting.
Consider these points before clicking the record button:
- Is this something you would normally record if the meeting were held in-person or on a conference telephone call? If it is a formal meeting, consider keeping minutes or follow-up notes for to-do items instead.
- Keep in mind the reason why you chose to record the video meeting. If your company is providing important training that you want to be accessible on-demand, make sure that the recording is limited to the training information and not buried within a meeting regarding personnel discussions, for example.
- Always ask the participants if you may record the meeting. Federal law and some states require the consent of only one party, but other states require consent from each party on a call. If attendees are located across state lines, it is best to receive consent from each attendee. Violations can expose you to criminal penalties and civil money damages.
- Are other attendees recording the meeting? Communicate your company policies regarding video recordings to all employees, such as who is allowed to record a meeting, what meetings/topics can be recorded, if approval must be obtained from designated individuals, and where the recording is to be stored. Make sure employees are only using video conferencing tools that are approved by your organization and preferably within your company’s software suite for work-related calls.
Remote communications can naturally lead to lax approaches that would not have been the norm prior to the COVID-19 pandemic. Stay vigilant by making sound decisions regarding video conference recordings and other communication matters as employees are working remotely. We can help you craft company policies that help protect your confidential information. Contact us at firstname.lastname@example.org or (248) 477-6300.