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 just inform participants that they’re 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.

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:

  1. Written note
    1. Note in an Email
    2. Note in a Calendar invite
  2. Verbal announcement
    1. Automated announcement
    2. Manual announcement
  3. Visual indicator
    1. Visual Indicator on screen

How to inform consent requirements in Avoma:

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 (see below).1

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 (see below). Make sure you have this setting enabled in Zoom settings.
    2
  2. Zoom will play an automatic verbal announcement when a participant joins a meeting. Click here to learn more about Zoom's recording notifications.

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

    If you selected 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 to comply with the 2-party consent requirement:

    1. You can enable Avoma to automatically play a verbal announcement informing participants that the meeting is being recorded. Your account admin can enable this setting at the Organization level (see below). 
      5
    2. Avoma can send an automated email reminder to all participants 15 minutes before a meeting with a recording note. You’ll need to enable this setting by turning on the “Invitee Meeting Reminders” email notification setting (see below). You’ll have to enable this feature in your Avoma settings.
      Screen Shot 2020-03-18 at 2.21.56 PM
    3. Avoma can update your Calendar Invite and add a recording note. You’ll have to enable the calendar integration. (if the Edit permissions are granted for Invite)
      4
    4. You can verbally inform participants at the beginning of the meeting by saying “I’m recording this call so for note-taking purposes.”

    Alternate Recording Platforms:

    There will be certain meetings when someone else is the organizer and they send invite with their Zoom link or with WebEx, Google Meet, GoToMeeting or any other web conferencing service. In those situations, if the Avoma Bot is synced to your calendar, it will use your default settings to record your meeting by attending as a meeting participant. 

    For best practices, you can change the bot’s name to your own company’s name for a better experience (see below).

    5

    Best Practices: 

    For best practices, we recommend enabling the Zoom integration (see below) and selecting Zoom as the native recording source. Zoom will take care of recording and informing all participants of the recording through their visual indicator and automatic verbal announcement. 

     

    For any questions, contact: help@avoma.com, or feel free to reach me directly at naima@avoma.com

    Thanks!🎊