How to comply with recording compliance laws in Avoma

The U.S. Federal law requires that at least one party taking part in a recorded call must be notified of the recording. Learn how you can stay compliant while using Avoma.

While the Federal law requires that at least one party taking part in a recorded call must be notified, some state laws require both parties to be aware of the recording. So be sure to check your own state’s recording compliance laws before recording your next meeting. 

Since you can't always be sure of where your participant is located when meeting with them, it's a good practice to always follow a 2-party consent requirement and automatically inform all participants that you are recording a meeting or a call.

The person recording the call just needs to inform participants that they are recording the meeting, but they don’t need to seek active consent. Once informed, participants have the choice to consent to being recorded by remaining in the meeting or deny consent by leaving the meeting.

The Three (3) ways to comply with 2-party consent requirement

You can inform participants that you are recording a meeting using either of the following options:

Written note

• Note in an Email
• Note in a Calendar invite

Verbal announcement

• Automated announcement
• Manual announcement

Visual indicator

• Visual Indicator on screen

How to inform consent requirements in Avoma

Using the Avoma Assistant (“Bot”) to record your meetings:

By selecting the Avoma Assistant (“Bot”) to record your meetings, the Avoma Bot will record your meeting by attending as a participant. In this case, there are four ways to comply with the 2-party consent requirement:

1. Enable Avoma to automatically play a verbal announcement. This announcement will inform participants that the meeting is being recorded. The Avoma Admin can enable this setting at the Organization level. 
   
   
   
   
2. Avoma can send an automated email reminder to all participants.  This email can be sent 15 minutes before a meeting with a recording note. This setting needs to be enabled by turning on the “Invitee Meeting Reminders” email notification setting. These notifications can be established by the Avoma Admin at the Organization level. 
   
   
3. Avoma will update your Calendar Invite and add a recording note.
   
   
4. You can verbally inform participants at the beginning of the meeting by saying “I’m recording this call so for note-taking purposes.” While very explicit, this is more difficult to remember and account for during every meeting. 
   
   

Using Zoom’s Integration to record your meetings:

If you’ve enabled the Avoma and Zoom integration, and have selected Zoom to be the native recording source, you won’t have to worry about being compliant, Zoom will ensure compliance in two ways:

1. Zoom will inform participants that the meeting is being recorded through their
   visual indicator 
   
    
   
   
2. Zoom will play an automatic verbal announcement when a participant joins a meeting. Click here to learn more about Zoom's recording notifications.

If you have any additional questions, please reach out to our team at help@avoma.com.