Introduction

The corporately approved conference call system is Microsoft Teams. You should use this for all video conference calls, wherever possible. This is because other video conferencing applications, such as Zoom, are not secure.

If you cannot use Microsoft Teams for any reason, you will need approval from IT before using an alternative solution.

Using Microsoft Teams

• Make phone calls with or without the camera on

• Schedule a meeting and invite people to join

• Available to participants outside the council

• Use the app or access via a web browser

• Record a call or meeting to refer to later (consent required)

Recording calls and meetings

During a Teams meeting you can record:

• video

• audio

• shared screen activities

If you intend to make a recording, you must inform, and gain consent, from all attendees before the meeting starts. Both the meeting organiser and internal attendees can start or stop the recording.

Data controls

All recordings are subject to data controls, so please consider:

• is it essential to record the meeting? You must be able to state a valid reason for recording the meeting
• where the recording is saved. Recordings are categorised as personal data and must be managed as such.

How to access a recording

The recording is automatically saved to Microsoft Stream so you can download, manage, or share it later.

Using another conference call system

If you need to use another conference call system, this must be approved by IT first. To request approval: