Meeting and Event Recordings

Recordings

  1. Any time an online event, meeting or phone call is recorded all in attendance will be notified of that fact and of:
    • the purpose for the recording
    • the length of time the recording will be retained
  2. Acceptable reasons to record a meeting: 
    • to developing accurate minutes and 
    • to enable those who could not attend the meeting or event to catch up on the proceedings
    • to fully document a discussion for future reference for a team in the case that meeting notes would be insufficient, for example a course revision
  3. Meeting recordings will be password protected and are to be shared only with those who have a need to know what transpired in the meeting. 

Guidelines for retention

The guidelines, below can be used as the default practice when informing attendees of the recording retention policy for any particular meeting or event. If a team agrees some practice different than these, it should be documented in the minutes and subsequently followed as agreed.

  1. For standing meetings, recordings will be deleted once the meeting minutes have been accepted by the team in a subsequent meeting. It would be helpful for the admin team if the motion to accept the minutes includes agreement and an action item to delete the recording.
  2. For project work, such as course revisions, recordings may be retained until the project has been completed and any necessary assessments related to the project or its process have been completed.  This should be no longer than 6 months after the acceptance or publication of the project's results. Again it would be helpful for the final meeting to include a motion to delete recordings after a certain date.
  3. Information sessions and webinars may be retained and shared in a number of ways, including with the general public, as long as it has been made clear to the participants that this will be the case.

 

Accountable: Executive Director
Responsible: Designated team meeting recording secretary whether volunteer or staff, formal or adhoc.

This policy takes effect August 18th, 2021

STATUS: Approved