Zoom Meetings: Transcription for Duke University research studies

NOTE: This documentation does not cover Duke Health research and clinical use, which should follow Duke Health requirements. Zoom recording or transcription of ANY protected health information (PHI), whether it originates in Duke Health or not, is prohibited
 
For general guidance, see https://security.duke.edu/policies/duke-services-and-data-classification
 
Zoom (when configured for "cloud recording") provides the ability to automatically generate transcriptions of research interviews.  You are ONLY allowed to undertake such recordings (leading to the desired transcriptions) *IF*

  • You are recording research participants who have consented to such recording via an Informed Consent process already approved in an active Duke University IRB protocol.
  • You abide by ALL of the stipulations below for properly configuring Zoom, managing the recordings, and handling the data (recordings and transcripts).
  • There are no outstanding questions about the appropriateness of using Zoom for the specific subject matter of the interviews.  (Please direct any questions to: security@duke.edu)

 
IF YOUR INTENDED USE MEETS THE CRITERIA/REQUIREMENTS ABOVE, proceed to the "how to" below:

  1. Configure your profile via https://zoom.us/profile/setting?tab=recording
    1. Enable “Cloud recording” with ONLY the following checked (See attachment "Zoom_transcript_settings_1.png"):
      1. "Record an audio only file" [except in cases where video of participants is central to the research, and has already been approved (and consented) via the IRB protocol]
      2. "Add a timestamp to the recording"
      3. "Audio transcript"
    2. Enable "Only authenticated users can view cloud recordings" (which should set "Signed-in users in my account" as the "Authentication Option"). (See attachment "Zoom_transcript_settings_2.png")
    3. Enable "Auto delete cloud recordings after days" with a setting of no greater than 60 days. (See attachment "Zoom_transcript_settings_3.png")
  2. For more information on usage, refer to “Generating a transcript” at https://support.zoom.us/hc/en-us/articles/115004794983.
  3. Test things with a mock interview BEFORE using for actual interviews.
  4. [See also 1.] Do not “publicly” share links to the recordings or transcripts.
  5. [See also 1.] Do the recordings as “audio-only”.  ADDITIONALLY encourage participants to turn off their video (and/or block their cameras).
  6. [in ADDITION to the auto-delete setting noted in 1c.] Manually delete the recordings/transcripts as soon as they are no longer needed.  Files must not be kept in Zoom beyond 60 days (i.e., do NOT disable the auto-delete)
  7. If audio files or transcripts get downloaded, they MUST be stored in one of the following locations:  Duke Box, the Protected Network, or the PRDN.

 
All figures can be clicked on to enlarge.

Article Number: KB0033478