Meeting attendees must be informed of any intention to record a meeting in advance of the recording taking place.
Where possible advanced warning should be given to allow time for objections to be considered.
It is the responsibility of the Chair to decide whether to proceed with a recording in the light of any objections.
Storage of recordings
Once made meeting recordings must be stored securely in a location appropriate to the sensitivity of the subject of the meeting.
It is the responsibility of the chair to identify where any recordings should be stored and who may access them.
It should be noted that recordings may not be automatically saved to a suitable location for their content and should be moved accordingly.
Retention of recordings
Recordings must be stored for no longer than the period for which they are required.
Following the period of retention, the recording must be securely disposed of.
It is the responsibility of the chair to identify an appropriate retention period and make sure that processes are in place to ensure appropriate disposal.
Information requests
Staff must be aware that any recorded meetings (including associate transcription, chat messages, shared documents or similar) are subject to the Freedom of Information Act and the Data Protection Act and may be disclosed subject to the standard exemptions.
