1) Creating a Meeting

Via Zoom

1) Open Zoom.

2) Click “Schedule a Meeting”.

3) Add participants (colleagues or external guests).

4) Set the meeting details (time, date, duration, etc.).

5) Save the meeting invitation.

2) Changing the meeting recording location

1) Press the gear icon on the Zoom home screen to open the program settings.

2) Select your personal device as the recording location.

3) Selecting the “Choose a location for recorded files when meeting ends” option also allows you to choose your desired recording location when you end the video recording.

3) Joining a meeting:

Via Outlook/email:

1) Open the meeting invitation in your email.

2) Click the “Join Zoom Meeting” link

4) Recording and transcribing the interview:

1) When you are in the meeting, go to the meeting controls. You can find them at the bottom of your screen.

2) Click the Record button to start recording the meeting in Zoom.

3) All participants will be notified that the recording has started.

4) By default, it is not possible to transcribe remote interviews using the Zoom tool, as this feature has been disabled by the administration at Metropolia.

5) To transcribe the interview, you should use a program like Word. If needed, ask your supervisor for advice on transcribing the interview.

5) Stop recording

1) To stop the recording, return to the meeting controls.

2) Press the Stop Recording option.

6) Locate and check the recording location

1) The recording will be saved to the location you selected as the default recording location in step two, which explained earlier.

2) You can find the recording in your computer’s local storage (e.g., in your Documents as shown in the image) if you chose it as the video recording location. After that select the correct folder and file.

3) Move the recording to the Z-drive, for example, using the ctrl + x keyboard shortcut or the cut function on your computer. This will transfer the recording as a single version without a copy from your computer’s memory to the home directory maintained by Metropolia. The Z-home directory requires a VPN connection. You can read more about the Z-home directory here.

4) Ensure that you have not accidentally saved secret material to Metropolia’s cloud service environment, as per the university’s data classification scheme dictates. The terms of use for cloud services prohibit the handling of secret material in cloud services. 

7) Check access rights to the storage:

1) By default, someone other than the meeting organizer has access to the content of the recording.

2) Check that you have not accidentally saved your file to a cloud service or the public_html folder. Only you and the IT Services have access to the content on the Z drive.

8) Backup of recordings and checking data classification:

1) In the secure handling of data, it is advisable to ensure sufficient backups.

2) When you save data to the Z drive, you do not need to worry about backups. Backup obligations are fulfilled when the file is saved to the Z drive.

3) If you save secret or classified material, defined by Metropolia’s data classification scheme, to an external storage device, such as a USB stick, you must encrypt the contents of the USB stick.

4) Encryption adds an extra layer of protection to the recording, and opening it requires a password. The password acts as the decryption key for the USB stick’s contents, without which an outsider cannot read the contents.

5) Nowadays, both Windows and MacBook computers offer encryption features to users. Additionally, there are separate software programs for encrypting files. Below you will find more information about the encryption feature.

• Encrypting a file on a MacBook:
  Encrypting a file on a Windows computer:
• Metropolia’s instructions for encrypting a file with 7-Zip:

6) If you encrypt a file, you must remember the decryption key/password you set. Without the decryption key, you will no longer be able to access the contents of the encrypted file.

9) Destruction of recordings and backups

1) When you no longer need the recording, destroy it.

2) Ensure that the original recording is not left on the Z network drive, locally on your computer, or on an external storage device.

3) Also destroy any backups of the recording you have made, for example, if you have backed up the file to an external storage device.

4) Destroy the transcribed text of the interview and its backup when you no longer need them.

5) Delete the file from your recycle bin as well. By emptying your recycle bin, the file is permanently destroyed.

Zoom-haastattelu opinnäytetyössä (salassa pidettävät ja arkaluontoiset haastattelut (TSA 9 art.))