Video Creation/Storage/Sharing Decision Matrix

*You must follow all FERPA and HIPPA guidelines when sharing this content.

Decision Guiding Questions 

What media content can I create, store, and share? 

Video conferencing and media storage platforms can only be used for purposes directly related to the university's mission. Such uses include teaching and learning, academic research, business conducted by schools/colleges/divisions and other appropriate campus units, and business conducted under student government's auspices. 

Please note that many OU information technology systems restrict the storing of Regulated University Data, especially HIPPA/PHI.  Please review the section below on Storing Media Content. You should review the MyMedia/MediaHub Policy and the OU Information Systems Acceptable Use Policy.

Media Content Examples:

• • Video
    • Lecture capture Camera/Screen capture 
    • Classroom lecture (w/ or w/out slides) 
    • Videoconference meeting 
  • Audio
    • Lecture capture W/screen capture only (no instructor/camera capture)
    • Recorded discussion, interviews, focus groups

What platforms/software can I use to create content?

There are multiple platforms that are supported by OU that you can use to record audio and video including – Zoom, Kaltura Capture, Mediasite and Narrated Microsoft PowerPoint Slides.

• • Zoom

    • Based on your user permissions, Zoom meetings can be recorded and saved to the cloud, or saved to your computer.  Based on your user permissions, Zoom meetings can be recorded and saved to the cloud, or saved to your computer.  
      • Please note that you can’t save a recording that contains PHI to the cloud.  If your recording contains PHI or HIPPA protected information, you must record to your OU issued, encrypted device only.
      • Recordings are not generally saved within the Zoom platform. Recordings are not generally saved within the Zoom platform. 
    • When you select to record to the cloud, your recording will be stored on the MyMedia/MediaHub platform.
      • If you are using the OU Zoom platform, but do not have the option to “record to the cloud” you will need to save your recording to your OU issued, encrypted computer.
      • If you need to discuss content creation and storage for media that contains HIPPA/PHI, please contact OU IT Learning Spaces.
      • If you would like to have permission to record to the cloud, please contact OU IT Learning Spaces.
    • Here are some helpful links for Zoom recording.
      • Getting Started with Zoom Local and Cloud Recording

  • Kaltura Capture

    • Kaltura Capture is software you can use to record your computer camera and/or your computer desktop/slides.  Recordings are saved to your account in the OU MyMedia/MediaHub platform.
      • Please note that you cannot create or save a recording that contains PHI to the MyMedia/MediaHub cloud platform.  If your recording contains PHI or HIPPA protected information, you must record to your OU issued, encrypted device only.
    • Here are some helpful links for Kaltura Capture.
      • Kaltura Capture: Installation and Basic Functionality
      • Kaltura Capture: Creating a Screen Recording/Presentation
      • Kaltura Capture Overview
  • Mediasite Classroom Recorders
    • Mediasite is a system used in specific classrooms on the HC campus to capture instructors' lectures in real time. These recordings are then saved to the Mediasite server. 
      Departments must work with IT Learning Spaces to access the classrooms that contain the required recording equipment.
      • Recordings hosted on the Mediasite servers can contain HIPPA/PHI information with appropriate approval.
  • Narrated Microsoft PowerPoint Slides (PPT)
    • Microsoft PPT allows you to add a narration track over each individual slide in a slide deck. These narrated PPTs can then be
      • shared with others who have access to PPT, who can listen to the narrated track, or
      • exported as a .mov or a .mp3 file that you can upload and share through MyMedia/MediaHub.
    • Here are some helpful PPT links
      • Creating Narrated PowerPoint Lectures
      • Record a slide show with narration and slide timings
      • Record a presentation
      • Upload content to MyMedia

Where can I store and share my media content? 

The systems that you can use to store and share your media content may vary based upon the content included in the recording.  If the content is purely educational or instructional in nature and does not include any Regulated University Data, you may use any of our systems (Zoom, MyMedia/MediaHub, Mediasite, Microsoft OneDrive/SharePoint/PPT). 

If your content includes any Regulated University Data, you should first evaluate whether recording that content is appropriate, who will you share the content with, and how will you secure the media content?  

If you determine that you need to record Regulated University Data, then please follow the guidelines below.  

• FERPA

  • The Family Educational Rights and Privacy Act (FERPA) governs the privacy of student education records. FERPA establishes requirements related to student rights of access and amendment, conditions under which disclosures may occur without consent, directory-information designations, and the determination of legitimate educational interest by university officials.
    • You can read more about OU FERPA Policies
      • from the Office of the Registrar
      • from HC Admissions
  • Examples: There are multiple types of educational/work content that could contain FERPA information, here are a few examples.
    • Meeting with a student to discuss the course, grades, or advising Meeting with a student to discuss the course, grades, or advising.
    • Recording a Zoom class meeting where students' names and/or faces can be seen, or where the students are speaking/presenting. 
    • Recording a classroom lecture or meeting where students' names and/or faces can be seen, or where the students are speaking/presenting.
  • Can I record and share? 
    • First – determine when it is appropriate to record content that contains FERPA information. You may not need to record personal meetings when student records are discussed.
    • Second – yes, you can record, save and share FERPA content in Zoom, Kaltura Capture, Mediasite, MyMedia/MediaHub, and Microsoft apps with some specific regulations.
      • Recordings with specific student information, for example grades or advising, should only be shared following the FERPA guidelines, and should include only data that is necessary to meet the specific needs of the recording.
      • Recordings that include student names, images, voices, etc. (for example, a course review session on Zoom, or student presentations in the classroom) can only be shared with the current offering/section of the course.  You should use the Canvas LMS platform to distribute this content and restrict access to the recordings to the appropriate course.
        • If you wanted to use a recording from a specific course/section for a different course section, or for a future offering of the course, you would have to remove all of the identifiable student information before you can use it in a different section/course offering.

• HIPPA, including PHI

  • The Health Insurance Portability and Accountability Act (HIPAA) is a federal law enacted in 1996 that established national standards for protecting the privacy of individuals' health information.
    The University is required to be compliant with HIPAA Privacy and Security Regulations. These regulations cover the use and disclosure of Protected Health Information (PHI).
    • You can read more about OU HIPPA Policies from the 
      • HIPPA Compliance website FAQ
      • HIPPA Compliance website
    • Examples: There are multiple types of educational/work content that could contain HIPPA/PHI information, here are a few examples.
      • Meeting with a patient to discuss their health record, or current health.
      • Recording a Zoom meeting where you are discussing specific and identifiable health information (PHI) with a patient or others.
    • Can I record and share?
      • First – determine when it is appropriate to record content that contains HIPPA/PHI information. Ideally, PHI content should not be recorded or shared.  Only anonymized health information should be used for teaching purposes.
      • Second - recording and storage of PHI is only allowed in certain approved instances.
        • Recording
          • You may record PHI content through the Zoom platform with appropriate approval.
          • You may record PHI content through the Mediasite platform with appropriate approval.
          • You may record PHI in narrated PPTs.
          • You cannot record PHI through Kaltura Capture.
        • Storage
          • You may save this content to an encrypted OU managed computer.
          • You may save this content to the Mediasite platform with appropriate approval.
          • You may upload this content to your OU OneDrive/SharePoint, with appropriate folder security.
          • You cannot save this content in the MyMedia/MediaHub platform.
        • Sharing
          • You should not share recorded media that includes HIPPA or PHI unless following HIPPA specific guidelines.

What if I have more questions? 

• If you have additional questions or would like to discuss media storage options to support recordings that contain Regulated University Data please contact us.
  • OU IT Learning Spaces
  • OU IT Learning Spaces Zoom Scheduler