We use Zoom and Teams as our video conferencing tools. These tools allow us to record meetings. Video recordings can be shared on platforms like Panopto, YouTube, or MS Stream. (see instructions for creating and sharing videos.)
If you make a video recording and share it online, you cannot technically prevent someone from making a copy of your video. Copyright law does not prohibit making a copy for private use; an individual can make a copy for personal use from a legal source (page in Finnish). Anything visible on a user’s screen can always be recorded, with screen capture software being the easiest method.
Unauthorized sharing of video copies is illegal, but it still happens. Data breaches or technical errors can also lead to private content spreading more widely than intended (see the Wikipedia article “iCloud leaks of celebrity photos”: although it discusses private photos of celebrities, the same can happen to any files, including videos). Always assume that anything you put online may never be fully removed. Make it a habit to consider whether a video is necessary and ensure you have the required permissions to share it. Always protect the privacy of invididual appearing in your videos.
Recording is easy and useful in remote teaching, but when is it necessary?
You can record a lecture/webinar if you think the recording will be needed in the future, for example:
- Not all target audience members can attend the event (e.g., due to overlapping courses or illness),
- You want to offer participants the opportunity to watch the event again (e.g., for accessibility reasons), and/or
- The recording can be reused in future course implementations.
Webinars and lectures intended for later use, such as part of an online course, should comply with accessibility requirements. Remember copyright issues as well.
Video recordings can also be made for short-term use by a limited audience, in which case the law does not require subtitles or other accessibility requirements (though this should be mentioned in the service’s accessibility statement). A lecture recording can be made available for a short period, even in remote teaching situations where not everyone can attend. This also improves accessibility for those who benefit from the opportunity to watch the lecture again, possibly at a slower or faster pace. The creator can offer the lecture for viewing until the end of the course. After that, the creator should delete the video unless there is a need for further use. While many cloud services (like MS Office 365) offer ample storage space, it should not be filled without a real need.
Protect the privacy of individuals appearing in the video
If you record a presentation/discussion/lecture, ensure that all participants are aware of the recording and where, to whom, and for how long the recording will be available.
Additionally, everyone should be aware that data protection law prohibits the misuse of information: even if you access a video file that does not belong to you, it does not mean you can open and watch the video. If you do so accidentally, you are bound by confidentiality. If you have a work-related reason to check a file (e.g., related to a technical issue), you may do so, but confidentiality regarding the video’s content still applies.
What should not be recorded?
Oamk’s Data Protection Officer, Ulla Virranniemi, reminds us that whenever a recording is made, it must be remembered that it may fall into the wrong hands. Therefore, confidential discussions should never be recorded (e.g., guidance discussions and meetings dealing with confidential matters). If there is a justified reason to record a discussion with a student, the recorder is responsible for protecting the video and deleting it when it is no longer needed.
When a recording is not made—or even if it is—issues can easily be revisited later using meeting minutes/lecture notes.
Video recordings add value for those who cannot attend the event, and for that purpose, they are excellent. However, meeting minutes are still sufficient as a summary of a remote meeting: when minutes exist, they suffice—and they are a more efficient way to revisit the matter than watching a meeting recording. Similarly, if a lecture is not recorded, a participant can recall the content using lecture notes.