Rutine for bruk av Zoom i forskningsintervjuer - Ansatt

Privacy policy - Zoom in research interviews

Privacy policy - Zoom in research interviews

This routine applies to all use of Zoom for research interviews collecting yellow or red data.

The policy applies together with OsloMet’s privacy procedures.

It is Uninett that has an agreement with Zoom (through NORDUnet, a collaboration body for the national data networks for research and higher education in the Nordic countries), and that delivers Zoom to OsloMet and the rest of the sector. OsloMet has a general data processing agreement with Uninett which also includes research interviews.

  • Planning and preparations

  • Schedule a Zoom meeting

    When setting up the meeting, use the following settings.

    • Use “Generate Automatically” and not “Personal Meeting ID”.
    • Do not reuse passwords for meetings.
    • For group interviews, consider turning off participants' video.
    • Activate “Enable waiting room” under “Advanced Options”.
    • Uncheck “Join before host” under “Advanced Options”.
    • Do not leave the link to the Zoom Meeting with Meeting ID open, but communicate it through email, SMS or similar. If you send the link in Outlook, you must set the notice as private.
  • Holding a Zoom meeting

  • Recording a Zoom meeting (additional requirements)

    Use only an OsloMet operated PC if you are going to record the meeting. Note: If you are a student without OsloMet PC, you can do the following instead of recording in Zoom:

    • Make your own notes and save on OsloMet One Drive (or in Sharepoint) as Confidential (yellow data only).
    • Plan in advance where downloaded data will be temporarily stored.
    • Yellow data can be stored on:
      • OsloMet-operated mobile and tablet
      • OsloMet-operated laptop
      • OsloMet-operated desktop PC and Mac, if encrypted (check with IT service desk)
      • OsloMet One Drive and Sharepoint
      • Encrypted memory stick / external hard drive
    • Red data can be temporarily stored on:
      • OsloMet-operated notebook PC - on the folder C:\Users\(your user) \temp_persondata_utenbackup
      • OsloMet-operated desktop PC, if encrypted (check with IT service desk)
      • Encrypted memory stick / external hard drive
    • Make necessary recording settings before recording starts, see Plan recording of a meeting in Zoom and Record a meeting in Zoom.
      • Change storage location according to data classification (see above).
      • Check “Record a separate audio file for each participant who speaks if necessary”.
      • Check “Add a timestamp to the recording if you need to edit the recording later on”.
      • Make sure the temporary recording file is not saved (“Keep temporary recording files should not be checked”).
    • If something happens or is said during the meeting that needs to be removed afterwards, note the time so you can cut or edit more easily.
    • After the meeting ends, the recording will be downloaded to the selected location. This may take some time. Let the machine finish before closing the lid or turning off the computer. Check that the recording ended up in the right place. Delete any unnecessary information. For example, audio files can be deleted if you only need to use video or or video files can be deleted if you only need to use audio.
    • Transfer the recording to the final storage location as soon as possible. Red data shall be transferred to the TSD.
    • Delete the intermediate copy.