Remote Vendor Support Option- Recorded Zoom Call

One reliable option for remote support is hosting a recorded Zoom call. This enables users to document vendor assistance, share screens for live troubleshooting, and provide remote access when necessary for detailed guidance.

Steps:

  1. Schedule a Zoom meeting with support vendor and join.

2. Start recording as soon as the session begins.

3. After the recording is started you have the option to stop or pause the recording.

4. Share your screen for real-time vendor assistance.

5. Grant temporary remote access to the vendor if required, ensuring close monitoring.

6. After enabling remote control access to support vendor, support vendor can control your screen. The vendor’s screen looks like below.

7. Once after the support work is completed, immediately revoke the remote control access.

8. After the meeting is ended by you for all,

  • Zoom gives you two options for saving recordings:
    • Local recording:
    • Cloud recording (if enabled)
  • Local Recording: The recording is saved on your device. When you end the meeting, Zoom will convert the recording and prompt you to select a save location (default is usually the Documents/Zoom folder unless specified otherwise). Zoom uses Default folder unless the user selects a custom location during setup or at the end of the recording.
  • Cloud Recording: The recording is saved to the Zoom cloud. No action is needed. The recording is saved automatically in your Zoom cloud account and can be accessed via the Zoom web portal. If a recording is saved on cloud it can be accessible through your Zoom account under the Recordings tab.

The meeting host (or the person who schedules the meeting) is the only person who automatically has access to the recording. For a non-host to access the recording, the host must share the recording link or grant explicit permissions.

Important Notes:

  • The user must enable the recording feature to retain session documentation.
  • Remote access should only be granted when absolutely necessary and must be supervised.

Security Considerations for Recorded Zoom Calls:
While recorded Zoom calls offer convenience and detailed documentation, addressing security concerns is critical to protect sensitive data.

Key Security Measures:

  1. Access Control:
    • Restrict recording access to authorized personnel only.
    • Use Zoom’s role-based permissions to manage participant privileges.
  2. Data Sensitivity:
    • Avoid sharing sensitive or confidential information during the session unless absolutely necessary.
    • If sensitive data is captured, ensure it is encrypted or redacted in the recording.
  3. Secure Storage:
    • Store recordings in a secure, encrypted location, such as a protected cloud service.
    • Regularly review and delete obsolete recordings to minimize risks.
  4. Remote Access Management:
    • Grant remote access only to trusted vendors and for essential tasks.
    • Monitor all remote access activities closely and revoke access promptly after use.
  5. Vendor Trustworthiness:
    • Work with reputable vendors that follow robust security protocols.
    • Use agreements, such as NDAs, to safeguard sensitive information.
  6. Compliance:
    • Follow organizational and legal requirements (e.g., GDPR, HIPAA) when recording and storing data.
  7. Notification and Consent:
    • Notify all participants about the recording and obtain explicit consent.

By implementing these measures, users can safely utilize recorded Zoom calls for vendor support while minimizing potential risks to data privacy and security.