Conference
Recording
Guide
Ready-Access®
Conferencing
This guide provides an overview of
managing recorded content in the
Ready-Access® conferencing
platform.
Best Practices for Recorded Conferences
Conferences can be recorded for a variety of reasons;
taking meeting minutes, to allow review by absentee
participants, or even creating an audio presentation
for a product update for customers. However, the
convenience and power of recording conferences also
introduces potentially significant levels of risk to the
firm. To reduce potential risk to the firm please
consider the following best practices when using the
conference recording feature.
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Recording is not available by default and approval
from your business line is required for access to
this feature.
Only record calls when justified by a valid business
requirement or need.
Please review and consider the standards for data
classification before recording any calls. Refer to
http://bw.ubs.com/page/0/36/0,1080,836172106-1-0,00.shtml for general guidance on
data classifications. Always consult your regional
security risk officer when in doubt.
Retention time frame for recorded conferences
varies by location and extensions are not
permitted.
Always secure your files with a Passcode, this
prevents unauthorized access.
In addition to the Passcode, always use the
registration and notification options when sharing
recorded conferences, this way you know when
and who has accessed your recordings.
Do not record conferences that may disclose any
client data – generally Ready-Access is not the
proper tool for this type of recording. Legal and
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Service
compliance requirements vary by region, please
understand the relevance of these requirements
to your calls.
Conference
Recording
Guide
Ready-Access®
Conferencing
Recording Management Interface
1. Open a browser window and navigate to
https://cc.callinfo.com/cc/ams/Index.do?host=ubs.
2. Enter your access phone number, access code,
and chairperson passcode and press Submit.
NOTE: Do not use spaces, dashes or include long
distance or country codes in the access
phone number
3. All of your recorded files will be displayed on
screen.
4. By selecting a recording a menu will appear. The
menu contains the following options:
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Conference
Recording
Guide
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Conferencing
Access Security
In order to protect your recorded content always apply
a security PIN to your recorded files. Anyone trying to
access your files will be required to enter the Passcode
you applied to the file.
1. A PIN can be set to protect the content by
selecting Passcode from the menu.
2. Provide a 4-9 digit PIN and press submit to secure
access to the file.
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2. The default fields are always displayed: Name,
Email, Phone and Company. With the exception
of Name, you can edit any of these fields and add
up to 2 additional custom fields.
3. To add a custom field press the Add Field button
and supply a name.
4. You can also remove any unwanted fields by
pressing the Remove button next to the desired
field.
3. The Passcode is now displayed with the associated
file for reference. To edit the Passcode select the
Passcode menu option again or click the current
Passcode number.
5. In addition you can specify which fields are
required or mandatory for the user to supply.
Playback Registration
When playback is requested users are prompted to
supply some information prior to playback. You can
control what information is gathered from this
prompt. This is done on a per recording file basis, so
you can have unique requirements for each recording.
1. To change the registration settings select the Edit
Registration option from the menu, the
following screen is displayed.
6. Press Save to apply the changes.
Playback Notification
A notification email can be sent to you each time one
of your recordings has been accessed for playback.
Select the Notification option for the desired file to
enable this feature.
Conference
Recording
Guide
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Conferencing
NOTE: The name field is always required.
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Recording
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Conferencing
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Renaming Files
Playback Link
Recordings can be renamed by selecting Rename
Recording from the menu. Enter a new name for the
file and press the Rename button.
To view a direct internet link to the recording for
playback select the Show Recording Link option
from the menu. The link displayed can be copied and
put into an email, or other communication to let
others view your recording.
Deleting Files
Recordings can be deleted with the Delete Recording
selection from the menu. Press OK to confirm the
removal of the file.
Email Recording Link
A link to play the recorded file can be sent to others by
selecting the Email Recording menu option. A
preformatted message will automatically be created
that you can send to others. Please ensure you have
set all your desired options for notification, registration
and Passcode prior to sending the email with the
recording link.
If a security Passcode was applied to the recording it
will be included in the message.
NOTE: To secure recordings you should always apply
a passcode prior to sharing recordings.
Remember to use the notification and
registration options to track access to your
recordings.
Conference
Recording
Guide
Ready-Access®
Conferencing
NOTE: To secure recordings you should always apply
a passcode prior to sharing recordings.
Remember to use the notification and
registration options to track access to your
recordings.
Downloading Content Files
Content can be downloaded from the download
menu. Both audio and audio/visual options are
available. Audio is an MP3 format and the visual
combines both in a Flash format in a ZIP file.
1. Select the format to download from the
Download menu option.
2. Press Save and select a location to save your
content.
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Conference
Recording
Guide
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Conferencing
Playback
1. To playback a recording select Play Recording
from the menu. Playback control works like
common PC based media players.
Forward
Stop
Play
Rewind
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2. This report can be downloaded by pressing the
Download button. Press Back to return to the
main screen. The download is in .CSV format
which can be viewed in Excel. Press Open or
Save to complete the download.
Volume
Chapter
Skip
2. To exit the player select File then Exit.
Support Contacts
Please contact technical support via one of the
following methods for assistance with your ReadyAccess account.
In Conference Support
• Press 00 to request an operator to join a call
• Press *0 to speak to an operator in subconference
Recording Playback Report
1. To view a report of all playback activity for a
specific recording select the Recording Report
menu option. A report is displayed with details of
all persons who accessed that recording, including
all required registration details.
Customer Support Lines
Location
Number
UBS internal
19 920 0000
US and Canada
+1 800-972-3770
International
+1 514-985-1734
UK
08005280800
Switzerland
0800564169
Singapore
8001011387
Full list:
https://enrollment.themeetingson.com/custcarenumbe
rs/
Email:
Contact customer support by email at iccc@gblx.net
Support Web Page:
http://ubs.globalcrossing.com