Recording Teams and Video Conferencing

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As many of us continue to work from home, office, or a different environment to what we are used to, we have all become more reliant on technology to keep us connected.

As a Trust, the amount we use Microsoft Teams has increased by a considerable amount. Rather than treating it as just a messaging service, we are now using the platform to hold team meetings, groups, and committee meetings, and most recently training sessions to a wide audience across the Trust.

Within Teams there is an opportunity to record meetings. This has become a helpful tool to many minute takers. A recording of the meeting helps ensure important messages are not forgotten, and a correct account of the meeting is documented.

However, we all need to be aware of certain things before and during a recorded meeting or call.

  • You are to ensure any recording of a video conference is communicated clearly to the participants before the meeting starts, along with the specific purposes for which the recording will be used and shared.


  •  If talking about a specific case, stop and think, does everyone need to know about this situation, discussing personal identifiable information should not happen during business as usual meetings. Personal and confidential patient and/or staff information should be safeguarded and treated in the same way you would before the Trust began using virtual meetings and recording. If PID is discussed, please be aware that this recording should then be make accessible to the data subject, if the data subject makes a subject access request (SAR) this recording would be disclosable.
  •  If you are using video call as well as audio, think about what can be seen in your background. Teams allows you to blur objects around you and keeps you in the main picture.
  •  Where will you store this recording, is it in a secure area where the correct people have access to it? It should not be stored in an open SharePoint site or folder on the S drive.
  •  How long will you keep the recording for? If the reason for recording is to aid minute taking, this recording should be deleted once minutes have been finally approved by the group. Groups/Meetings/Committees Terms of References will be updated to reflect this guidance.And finally, …
  •  What if the technology fails, the recording does not work, or it stops halfway through? Ensure written notes are also taken as a backup.

If you would like to speak to the Information Governance Team or Data Protection Officer on the lawful basis or if you have a question around video conferencing, please contact or


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Published 24th July 2020

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