You may record your session IF the participant gives you permission to do so. Perigean Technologies maintains Zoom, Webex, and GoToMeeting accounts for user research which all have the ability to record.

Legal guidelines

OCTO is adhering to the following guidelines for research recordings & consent forms: This guideline was developed to advise investigators and help them with the responsibility of record retention. There are many ways in which record retention can be accomplished, but the following criteria are required: a) the confidentiality of the subject must be maintained; b) the records must be stored appropriately, locked, and accessible to only those listed in the approved study; c) the records including the signed informed consent forms are kept for at least 3 years (6 years if PHI), and d) the signed informed consent forms must be effectively destroyed and therefore no longer accessible to anyone. These requirements are the responsibility of the principal investigator and must be considered at all times.

Asking permission during a session

The following are guidelines for asking permission to record:

  1. In the introduction to your session, you must ASK for permission BEFORE you start recording.

  2. You must explain how the recording will be used.

  3. Once you start recording, you must let the participant know that they are being recorded and have them acknowledge that they give permission.

The conversation guide template has sample language to guide you through this.

Do I have to stop recording if a participant needs to log in or has to enter PII?

No, you don’t have to stop recording if a participant needs to log in or starts to enter PII. If you are using the recording for synthesis, you’re good as you will be securely disposing of the recording once you’re done.

If you are creating clips, you’ll need to first scrub out the PII/PHI, then store it locally, NOT on GitHub or any other cloud-sharing tool (i.e. YouTube, Slack, Google, etc.).

What do I do with the recording when I'm done with the session?

Recordings are automatically stored in the cloud after the completion of a session. At the completion of the study, Perigean will notify the lead researcher that they have 1 week to download any recordings they need to complete synthesis. Recordings will be subsequently deleted from Perigean's tools.

Depending on which tool you're using for research (i.e. Zoom, GoToMeeting, Webex, etc.) you will have options for downloading the recording. Download the recordings you will need to your hard drive to use for synthesis and notes. You may keep the recordings for as long as needed to complete the synthesis. When you are done with synthesis, securely discard the recordings. DO NOT POST recordings to YouTube, Slack, or GitHub.

What if I want to keep a clip from the session for a presentation or other communication purpose?

Creating clips for communication and presentation purposes is permitted, as long as you use video editing software to remove any PII or PHI from the clip (audio and visual) and store it on your local hard drive. At no time is it permitted to store any video or clips in GitHub or any other cloud-sharing tool (i.e. YouTube, Slack, Google, etc.) that an entire team or the general public can access.

First, you need to crop the session recording to the shortest possible clip you can make and scrub out all PII and PHI using video and audio editing software. See below for how to scrub your video. Then, reach out to Shane Strassberg to review the clip. Once approved, you’ll need to get permission from the participant to use their recording in any way beyond research synthesis.

Scrubbing recorded research sessions of PII & PHI

These are instructions for scrubbing videos of PII and/or PHI (referred to as PII from here on). Removing a user's personal and/or health information is important for anonymity and identity protection. If you are conducting research and the user has provided any combination of the following, the video needs to be scrubbed of:

  • Names

  • Address (whole or part)

  • Phone Numbers

  • Fax numbers

  • Email addresses

  • Social Security numbers

  • General educational credentials

  • Dates (other than year) directly related to an individual

When in doubt, scrub it out: If you aren't sure if something qualifies as PII, you should consider scrubbing it from the video before socializing.

How to Scrub

This 4-part technique uses a combination of iMovie, screenshots, and photo editing software capable of blurring images.

Part 1: Import & Screenshot

  1. Import the video file to iMovie.

  2. Save this file before you do anything else!

  3. Navigate to the section of the recording containing PII.

  4. Mark the instances where the PII happens.

Pro-tip: each time the PII moves, add a new marker. This will help in Part 3: Import & Overlay.

  1. Screenshot the area of the screen that contains PII.

Pro-tip: if there are multiple places where PII occurs, try to get all of them in the same screenshot. This will make aligning the screenshot with blurred PII and the video easier in later steps.

Part 2: Blur PII

  1. Open the screenshot in a photo editing program (Photoshop, Sketch, Preview, Pixelmator, etc.).

  2. Isolate the PII using the selector.

  3. Blur that PII real good.

  4. Repeat steps 7 & 8 for all instances of PII on that page.

  5. Export as PNG.

Part 3: Import & Overlay

This is probably the most complex, tedious part of the process. You will get frustrated on your first try, but you'll be a pro after you've done it once.

  1. Import the blurred screenshot to iMovie and align it with part of the clip you wish to cover. (This is where those markers you made in Part 1: Import & Screenshot come in handy)

  2. Choose "Picture in Picture".

  3. Resize and align the screenshot.

  4. You'll need to repeat steps 11, 12, & 13 every time the PII moves (e.g. if the user scrolled and it's higher on the screen). Copy & paste the screenshot already in iMovie and reposition, as needed.

Part 4: Export & Distribute

Pat yourself on the back—the hard part is over! Now all you need to do is get your PII-free user session out of iMovie and distribute it to the team.

  1. iMovie File > Share > File

  2. From this view, you'll be able to customize the export. Choosing a lower resolution and quality will help reduce file size, export, and upload time.

  3. Distribute accordingly! (Read: it's accessible from Github as a file or slack file is linked)