Microsoft Teams Transcription and Recording Usage:
Key features include:
Post-Meeting Access: Transcripts can be accessed, reviewed, and downloaded from Microsoft Teams on both desktop and web platforms after the meeting concludes.
Visibility: Transcripts appear on the right side of the screen during the meeting.
Privacy Options: Participants can opt to anonymize their identity in the transcripts. For more information, consult the "Hide Your Identity in Meeting Captions and Transcripts" section.
How-tos
When recording a meeting, whether it be a transcription or video and audio recording, an official college record is created. This record could be subject to Camosun College’s policies on information management, freedom of information requests, and privacy. It is important to evaluate the necessity for a transcription or the need to record a meeting by carefully considering the sensitivity and purpose of the discussion, i.e., not every meeting should be transcribed.
Note: that while live transcription can be a valuable tool for communication, it may not capture every word perfectly and should not be relied upon for official records without verification.
It is important to adhere to the following guidelines when considering using Microsoft Teams transcription and recording functions.
Transcription and Recording Guidelines and Best Practices
Recording meetings in Microsoft Teams is a powerful feature that can serve various instructional and administrative purposes. To effectively and responsibly use this capability, consider the following best practices:
Pre-Meeting Notification: Where possible, always inform participants before starting the recording. This practice is not only a courtesy but also aligns with privacy regulations. A notice will be displayed to the individual who started the transcription
A warning notice will also be displayed to all attendees at the time live transcription is enabled (or when an attendee joins after it is enabled). The notice displayed is as follows: "By attending this meeting, you consent to being included in the transcript. Privacy Policy."
Consent: Obtain explicit consent from all participants, especially in meetings where sensitive information might be discussed. Additionally consider pausing an in-progress transcription or recording depending on the subject matter.
If the meeting transcription file will be used to collect personal information directly from individuals for an initiative, then all individuals involved must be informed of:
Storage and Access: Transcripts and recordings should be stored securely, and access should be restricted to authorized individuals only; following Camosun’s policies on
Microsoft processes the transcripts in Canada. No one from Microsoft has access to this data, Microsoft Automatic Speech Recognition involves no human intervention, and no one outside of those listed below can access the meeting audio or any other meeting information at any time.
Transcriptions and recordings are stored within the meeting organizer’s account (i.e., email and OneDrive)within Microsoft Teams’ Recap functionality. Only meeting attendees within the Camosun domain can enable the transcription feature and/or view it after the meeting. External guests will only be able to view the transcription during the meeting and will not have access unless the organizer provides them with a copy after the meeting.
Please note that the transcription will contain personal information including the first and last names of the individuals involved in the meeting and the meeting content. It is the responsibility of all participants who have access to a transcription to ensure that it is handled with the same care as any other college record and not share it with parties not authorized to that information.
Retention and Deletion: Live transcription files in Microsoft Teams must be managed in accordance with the applicable retention schedules. The retention period varies depending on the content of the meeting. Generally considered transitory records, these transcripts should not be used as official records of business decisions and ought to be deleted once their immediate utility has expired. For instance, if a transcript is used to facilitate the drafting of meeting minutes, it should be removed once the minutes are finalized. It is recommended that transcripts be manually deleted as soon as possible.
By adhering to the above guidelines, you can ensure that the use of transcription and recording features in Microsoft Teams not only enhances meeting productivity but also complies with institutional policies and legal standards.