IN-CONFIDENCE
Appendix
Ministry of Social Development Information Security Policies – Acceptable
Use of Technology Policy
This policy is for all Ministry staff including contractors and consultants.
To meet the Ministry’s standards of integrity and behaviour (covered in the Code
of Conduct) users must:
• Keep personal use of Ministry technology (including emails or internet use)
within reasonable limits, making sure it does not interfere with your work
or Ministry business (for example over use of email for personal
communications or excessive use of resources impacts network or service
speeds for other users).
• Never use Ministry information or technology for anything illegal, including
infringement of copyright, or objectionable to co-workers, our partners
(NGOs) or our clients. (See the information on Copyright Act covering What
sort of activities should be avoided, and guidelines covering Inappropriate
email use and Inappropriate internet use).
• Use safe practices with personal and work use of social media and avoid
damaging the reputation of the Ministry. (See the guidelines on How to keep
safe on social media).
The Ministry proactively monitors the use of technology to keep our information
and people safe and manage any impact to our reputation or functions (see the
guidelines on Monitoring email and internet use). Where necessary this will
include:
• Monitoring private and personal use.
• The removal of information where it is offensive or illegal or impacts Ministry
business.
• The removal of computers as part of disciplinary or criminal investigations.
IN-CONFIDENCE
SharePoint page - Recording Meetings with Microsoft Teams (National
Office and Whaikaha)
Terms of Use for Microsoft Teams recording:
You must follow the recording guidance and agree to the below Terms of Use for
Microsoft Teams recording prior to being given access. Note: Microsoft Teams
recording is not currently available to Service Delivery regional and front-line staff.
• Recordings are permitted with external parties provided all the below terms
of use are followed. However, any recordings of client interviews for
evidence purposes or discussions relating to any individual MSD
entitlements, irrespective of whether the individual concerned is present at
the meeting, is strictly prohibited.
• Recording is permitted for meeting organisers only. If you are an invitee or
participant you are not permitted to record the meeting.
• Teams recordings are only permitted for approved use cases. If your use
case is not listed, please contact the Information Group.
• When organising a meeting, the invite must explicitly state to attendees
that the meeting will be recorded. This also needs to be repeated at the
start of the meeting prior to turning on the recording functionality. Refer to
Booking a meeting.
• You must provide the attendees with the purpose for recording the meeting,
what the recording will be used for, who it will be shared with and how they
can request a copy of it. Recordings (or transcriptions if the recording has
been deleted) must be made available to meeting participants if requested.
• You must give meeting invitees other options for participating if they choose
to not attend a meeting that will be recorded.
• Recordings expire after 90 days but should be deleted prior if outlined by
the use case. If a recording is required to be retained longer than 90 days,
this must be moved to the appropriate site and have the correct retention
label applied.
Approved Microsoft Teams Meeting Recording Use Cases:
Purpose of
Internal /
Use
Storage location
recording
external
meeting*
You want to
Either
Recording should only
The minutes need
record a meeting
be accessed by the
to be saved into
to take minutes
staff member who is
the appropriate
writing up the minutes repository (e.g.
Objective). Once
this is complete,
the recording must
be deleted.
IN-CONFIDENCE
Purpose of
Internal /
Use
Storage location
recording
external
meeting*
You want to
Either
Recording should only
Once the staff have
record a meeting
be accessed by staff
viewed the
for staff who
who were in the
recording from the
cannot attend
original meeting invite meeting, it must
(instead of
be deleted.
rescheduling)
You want to
Internal
Recording can be
If the training is
record content for
shared internally as
required to be
training purposes
education collateral
retained longer
than 90 days, then
the recording must
be moved to the
appropriate
Workspace.
Otherwise, this
should be deleted
once no longer
required (within 90
days).
You need to
Either
Recording should only
Where a decision
record a meeting
be accessed by staff
or policy is made in
for someone with
for accessibility needs
NZSL, then the
accessibility
recording must be
requirements e.g.
Where a decision or
moved to the
in meetings
policy is recorded in
appropriate
where NZSL is to
NZSL, this can be
Workspace.
be used
shared internally.
Otherwise, this
should be deleted
once no longer
required (within 90
days).
Note: *External participants are unable to view recordings.
