Videoconference Recording

Summary: These guidelines address the governance of communications where participants can share live audio, video and their computer/device displays with each other.

Approving Authority: Office of Information Technology – Enterprise Technology

Last Updated: Aug. 1, 2024

Purpose: The purpose of this governance is to ensure the appropriate consideration for privacy in the recording of videoconference.

Scope: This governance applies to all Zoom and Microsoft Teams videorecording technologies sponsored or hosted by Baylor College of Medicine.

The Digital Governance Subcommittee is responsible for reviewing and approving requests from users for use of videoconferencing technologies in a manner that is outside, in exception, of the college’s Teleconferencing Recording and Privacy Policy (12.2.25). 

The Baylor College of Medicine Office of Information Technology is responsible for enabling recording capabilities on videoconferencing recording systems.

Users are responsible for ensuring they are adhering to both the BCM Teleconferencing Recording and Privacy Policy (12.2.25) and the following guidelines as outlined.

The Office of Communications and Community Outreach will review all such exceptions of recorded or captured sessions prior to publication or sharing with a general audience.

As a matter of compliance and policy, Zoom and Microsoft Teams must follow the policy for recording and transcriptions as provided by the BCM Teleconferencing Recording and Privacy Policy (12.2.25).

By default, Zoom recordings, due to licensing requirements (Pro License), must be requested per user. The request to enable Zoom recordings may be submitted to the Digital Governance Committee at Digital-Governance@bcm.edu and will be considered on a case-by-case basis.

Compliance guidelines for successful Zoom and Microsoft Teams videoconferencing recording are:

1. Recordings must not include material that would be considered having Protected Health Information (PHI) or Personally Identifiable Information (PII)
2. Recordings may be only stored on BCM-approved storage (e.g. Microsoft OneDrive, Teams, or SharePoint Online).  The storing on BCM desktops or personal devices is not permitted. 
3. Recordings are not to be distributed outside of BCM without the approval of the Digital Governance Committee and review by the Office of Communications and Community Outreach.

The Zoom and Microsoft Teams recording takes place on the vendors cloud hosted solution and not local to the user’s computer hosting the meeting. The video file and if available the transcription, are then temporarily stored (current retention policy is 120 days) in the cloud and access is provided in one of two methods dependent on the vendor:

Zoom

• Access to the cloud recording is made available to the host of the meeting once the encoding of the recording is complete. Audio-only recording is not available.  
• The link to the recording may be shared with attendees of the meeting as required for business need.
• If a copy of the recording must be maintained beyond the 120-day retention period, the copy should be stored on a BCM-approved storage (see above).

Microsoft Teams

• Access to Access to the cloud recording and if enabled transcription, is made available to the Teams Meeting Chat once the encoding of the recording is complete. A copy of the transcription will also be made available.  
• The link to the recording will automatically be made available to BCM members of the meeting.  Guests will not have default access to the recording or transcription.
• If a copy of the recording must be maintained beyond the 120-day retention period, the copy should be stored on a BCM-approved storage (see above).

Currently, recorded videos can be made publicly available if submitted to and approved by the Office of Communications and Community Outreach.

Please see our knowledge article on Recording and Distributing Video Content.

Zoom Pro accounts that have not used their recording capabilities for two years will be downgraded to Zoom Basic accounts.

After you have read this page and the knowledge article on Recording and Distributing Video Content, you can request recording access. Your submitted request will be sent to your manager, followed by the Digital Governance Subcommittee. If approved, the audiovisual group will activate your recording access.

*Note: Guidelines cited in the Digital Governance document are aligned and in accordance with the new Teleconferencing Recording and Privacy Policy 12.2.25 (approved by the Board and published in August of 2024) supersede any previous agreement, policy and/or guideline.