RingCentral Meetings: Record without attendees knowing

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As office manager I have to host quite a few virtual meetings for our company on a daily basis which I would like to be able to record and review at a later time for note-taking purposes. We already use the "Record" meeting option but this shows EVERYONE on the meeting that it is being recorded which only leads them all in asking to have a copy of the recording. While some of our meetings can be shared, most are proprietary and we need to keep them in-house. 

My idea would be for the HOST to be allowed to record meetings without all attendees being alerted. I was told by my helpful RingCentral operator that this feature was being worked on and the engineers would try to include it in a new update.

This added feature would not only make my job more efficient, it would also save me time and energy in explaining to our many clients why I am not allowed to share the recorded meeting they attended.

Thank you
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Rachel H

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Posted 2 years ago

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Matt Mikolajczyk

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Rachel,
As this may seem like a good idea for internal purposes, you must keep in mind that in many states, it is illegal to not notify that someone is being recorded. I think having everyone auto-notified by RingCenrtral is their way of having it be legal.

As an alternative, you could always have a recorder nearby...........I didn't say that!!!
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Jan Ferguson, Champion

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Rachel,

Any and all webinars and other on-line meetings I have ever attended usually have "house rules" which they begin the session with. For the reasons you mentioned (proprietary, etc.) I would create a disclaimer for any and/or all meetings which would be read verbatim by the host (i.e. you or any other host) which states that the recording will NOT be available for attendees as it is proprietary for this reason, or that reason.

After the meeting if you receive any requests for a copy of the recording you then can reiterate that the recording will not be available, per your house rules statement and/or you can email them a copy of the "house rules" for their edification.

Ultimately, you will only explain ONCE to all the clients that the recording will not be available. Sure you might get those one or two who might still try to do an end-around and hope you didn't mean it and try to get a copy but if you make enough of a point in your house rules (and even make it comical if that fits the situation...comedy is always something people remember) you'll get fewer and fewer requests for those recordings.

On the flip side, if you want to make a recording available, state it in the "house rules" at the beginning of the session and make sure they realize that the offer is ONLY available for the conference held at xx:xx am/pm on September 14, 2016 (or whatever date).

I was involved in government proprietary information for over 32 years and this ALWAYS worked for us.
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Jan Ferguson, Champion

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Rachel...

As an addendum to what I wrote above, do not be naive to the point that people/clients do not think that webinars or on-line meetings or conference calls are not automatically recorded. Even if they can't see that "RECORDING" line, they will ASSUME that it was recorded and STILL want a copy of it. Now you will still be answering their requests and worse yet, you might now be in a position to where you have to make a decision whether to tell them the truth as to whether it really was recorded or not. For me...I'd rather be forthright with the "rules" of the road.