Optimize Your Teams Meetings With Built-In Tools

Microsoft Teams provides built-in recording and transcription tools designed to streamline meetings while maintaining security and compliance with University policies. Using these features ensures your meeting content stays within the University's approved systems, reducing the risks associated with third-party tools, such as unauthorized access or data exposure. 

Best Practices for Recording and Transcription in Teams 

Notify Participants: Teams automatically alerts participants when a meeting is being recorded, but it’s also good practice to verbally inform attendees at the start. Teams includes an Explicit Recording Consent option, requiring participants to confirm their agreement before capturing audio or video. 

Secure Storage and Sharing: Recordings are stored securely within OneDrive or SharePoint, limiting access to authorized users and ensuring compliance with university policies. This helps protect meeting content from unauthorized sharing or misuse.  

Accessibility with Live Transcription: Teams’ live transcription feature provides real-time captions to support accessibility, making meetings more inclusive for participants with hearing impairments or language barriers. It also aids in note-taking and enhances post-meeting reviews  

Unauthorized AI-Based Recording Services 

The Department of Information Technology recently became aware of an external AI-based recording tool, Read.ai, being used in some Microsoft Teams meetings. To safeguard the privacy and integrity of University communications, Read.ai has been blocked, as it is not an approved or University-procured tool. In accordance with Seton Hall’s Appropriate Use Policy, only licensed software and systems vetted by the University may be used for official business to protect sensitive data and ensure compliance with privacy regulations. 

Unauthorized AI tools pose significant risks, such as unintentional data capture, exposure of confidential information, and non-compliance with standards like GDPR and HIPAA. For a secure and seamless experience, we encourage using Microsoft Teams’ built-in recording and transcription features, which are managed within the University’s IT infrastructure to protect data and ensure compliance.

If you have questions or need assistance with these features, please contact the IT Service Desk. 

Categories: Science and Technology