This guide provides instructions for recording, transcribing, and sharing video teleconference sessions within Vanderbilt University. It aims to protect participants' privacy rights, comply with legal and ethical standards, and foster a respectful and inclusive environment for learning and collaboration.
All video conferencing participants should be aware of these best practices to help ensure the privacy, security, and integrity of recorded information. It is critical for safeguarding the trust and efforts of all concerned parties. You secure your and others' work by adhering to the guidelines.
Vanderbilt currently has the following licensed solutions:
Guidelines
Purpose
Recordings and transcribing must only be used for legitimate academic or administrative purposes. The intended purpose and use of the recordings and transcribing must be communicated to all participants.
Consent
All recordings and transcribing must be conducted with the explicit consent of all participants. Consent may require verbal or written consent, depending on the context and sensitivity of the session. In cases where recording or transcribing is necessary (e.g., lectures for later review), participants must be informed beforehand.
End-to-end Encryption
Use end-to-end encryption platforms for video and transcript uploads and sharing. Vanderbilt-licensed Zoom and MS Teams accounts have data encryption by default for all recordings and transcripts stored online.
Avoid Sensitive Information
Personal, financial, or confidential information should not be documented unless necessary.
Anonymize Content
Where appropriate, anonymize personally identifiable information within the video and transcripts.
Use Pseudonyms
Consider using pseudonyms instead of real names if the content is sensitive.
Compliance
Ensure compliance with laws and regulations regarding digital content, where applicable. Please note that local authorities in some countries may not allow the communication tools approved by VU (such as Zoom and Teams) when traveling abroad.
Report Abuse
- Report privacy violations or security breaches to VU Office of Cybersecurity by contacting cybersecurity@vanderbilt.edu.
- If the violation or breach is with Vanderbilt’s Institutional Review Board approved research, please also report to the Vanderbilt Human Research Protections Program at (615) 322-2918 or Toll Free 1 (866) 224-8273.
Notification
At the start of the session, participants must be notified that the meeting will be recorded or transcribed. This notice should be verbal and displayed in the video conference chat or notification area—
Vanderbilt-managed solutions. Vanderbilt-licensed Zoom and MS Teams accounts have technical controls that comply with these requirements.
Inform
If you share educational or instructional content, inform your viewers about maintaining their privacy and security. When sharing educational or instructional material, it's crucial to advise your
viewers on how to safeguard their privacy and security. It's important to ensure that your content includes recommendations on safe practices for engaging with online materials. Please remind your audience to protect their personal information and follow best practices for online security. This guidance aims to enhance the safety and security of your viewers as they interact with your content.
Storage
Recordings and transcript files must be stored securely per Vanderbilt University's Data Classification Guidance. Access to saved files should be limited to authorized personnel and participants.
Vanderbilt-licensed Zoom and MS Teams accounts have technical controls that comply with these requirements.
Restricted Sharing
Only intended recipients should receive access to shared records or transcripts. Use features like passcode protection or shareable links with limited access.
AI Assistance
Only use Vanderbilt-licensed MS Teams and Zoom-provided meeting recording and transcription AI assistance. For all other AI assistance with virtual meeting recording and transcribing, please go through the Vendor Risk Assessment (VRA) process.
Verify Recipient Identity
Ensure you know who receives the video or transcripts.
Secure Backup
Keep secure backups of your videos or transcripts. Note: Both VU-licensed Zoom and MS Teams accounts have auto backup enabled.
Data Lifespan
Be aware of how long the video or transcript will be stored on the platform and what happens afterward. Note that the default length for Zoom cloud recordings is 112 days. All MS Teams and local recordings will remain saved until deleted.
Remove Metadata
Videos and transcripts often contain metadata like location, time,
and device information. The use of tools to remove this metadata would be required
to go through the Vendor Risk Assessment (VRA) process.
Take Training
Engage with the annual Cybersecurity training provided by Vanderbilt University.
Educate Yourself
Stay informed about potential risks and the latest best practices for online privacy.
Stay Vigilant
Protecting recorded information is crucial to shelter trust, privacy, security, and integrity
Zoom Best Practices
1
Update default sharing settings
Change to "Signed-in users in my account" from "Everyone with the recording link." As a default, this setting prevents links from being shared with people outside of VU.
(Go to "Recordings"; when "Share" is selected, the selection box below will populate. Once this is changed, it will be the default setting from now on.)
2
Always use the "Share with specific people"
For people within VU, typing names will trigger a directory search. An email address will be required to share with people outside of VU.
3
Configure the "Share Settings"
Configure the expiration, download, passcode, etc. with all desired settings.
When setting the passcode, consider complex and lengthy passcode.
MS Teams Best Practices
1
Use the Share function
It is not recommended to share a recording file by copying the link (with the "Get link" option) since the default setting for meeting space copied link is Sharing with People in Vanderbilt, which means all VU members would have access.
It is suggested that the Share function be used to share recordings in MS Teams.
The Share function can be found in the upper right-hand corner of the Open in Stream window.
2
Set sharing permissions
When sharing your recordings with the Share function, ensure the Can edit or Can view option is set appropriately.
Note: Can view is the default in MS Teams.
3
Configure the Sharing settings
In Sharing settings, select the most appropriate option. Avoid selecting Anyone or People in Vanderbilt if unnecessary.
4
Block downloads where appropriate
Ensure that Block download is set to On when you don't want others to download the recording. Note: This setting is set at On by default.
5
Managing Shared Access
Within the Manage Access function, you can use Stop sharing to stop sharing with all parties you had previously shared with.
6
Manage shared links
Also, the Manage Access function shows all Links created and shared with any parties. These settings can be viewed and configured in detail by selecting the setting function next to the links.
7
Manage recording details
Recording details can be accessed and managed in an individual's VU OneDrive Recordings folder by selecting the ellipsis "…" icon. Information on the recording file will be shown on the right-hand banner of the OneDrive window.
8
Manage recording expiration
The Expiration Date can be set or modified in the Details section.
Not sure how to start?
Get in touch if you don’t know where to begin, you can’t find the guidance needed on the website, or if you just want to learn more. The Office of Cybersecurity has subject matter expertise and is here for Vanderbilt community to discuss security questions or concerns.