How to Record Meetings Safely and Compliantly

Step by step

1. 1 min

   Enable mandatory consent prompts

   Access your communication platform's admin dashboard. Navigate to Settings > Recording and toggle on the option to request consent from participants upon initiation. This creates an automated audit trail for legal compliance.

   Note: Ensure your organization's legal team has vetted the recorded disclosure script.
2. 2 min

   Define local storage paths

   Do not save recordings to default cloud directories if they contain sensitive data. Choose a local, encrypted volume or a secure corporate server path within the meeting application settings. This prevents auto-syncing to unsecured public cloud storage.

3. 1 min

   Apply AES-256 encryption

   Before moving the file, encrypt the output directory using Disk Utility on macOS or BitLocker on Windows. Ensure the meeting file resides within this encrypted container to protect against unauthorized access during the upload or transfer process.

   Note: If using a cloud provider, ensure server-side encryption (SSE) is active.
4. 1 min

   Restrict file permissions

   Right-click the generated video file and select Get Info or Properties. Navigate to the Sharing & Permissions tab and remove access for all users except the meeting host. Audit these permissions periodically to ensure no unintended access remains.

   Note: Command + I
5. 1 min

   Use secure distribution channels

   Never email raw recording files. Upload the encrypted file to your corporate-sanctioned document management system. Generate a secure, time-limited link with a password requirement to distribute the file to approved stakeholders.

   Note: Set the link to expire after 7 days.