LLS Home: Setting up and Recording Online Interviews: Accessing the recording and transcript in OneDrive

Accessing the recording and transcript in OneDrive

Accessing OneDrive

• To access your recording and auto-transcription you will need to open your online OneDrive folder. To find this, access the Student Hub or Staff Intranet and select the 'Email' box. When your email inbox opens, select the waffle menu in the top left corner and you will see a list of the apps that you have access to. Select 'OneDrive' and it will open in a new tab.

Finding the recording and transcript

• From the OneDrive page, select 'My Files'. Find and open the 'Recordings' folder, where you will find the recording of your meeting.

• Opening the recording will also open the transcription. The transcription is editable, so you can play back the recording and make any necessary corrections to the transcription before you download it. To edit the transcript, move your mouse over the area of text that you want to edit, and select the 'Edit' button.

• Once you are happy that the transcription is accurate and you have downloaded a copy of it, you can delete the recording (see below for details about how to do this). To download the transcript, use the 'Download' button which is immediately above the transcript, selecting 'Download as .docx'.

Important notes
• Your auto-generated transcript will not be 100% accurate and must be checked carefully and edited before being downloaded.
• A transcript which is has been fully anonymised is no longer classed as personal data. However, if it is possible to ascertain or infer the identity of your interviewee from the transcript or from material accompanying the transcript or via any other method, you must continue to treat it as personal data in the same way as you treat the original recording.

Securely sharing the recording

• If you need to securely share your recording you can do so by opening the recording, selecting 'Share' and choosing 'Share' from the drop-down list. When the share box opens, find the person you want to share the recording with by typing their name into the 'Add a name, group, or email' field and set the share option to 'Can't download (Can view, but can't download)'.

Important note
• By default, your recording is private to you and cannot be accessed by anyone else. Whether or not you are allowed to share your recording(s) with anyone else will normally be covered in your ethics application and data management plan, and you should seek advice from your dissertation supervisor or ethics committee before sharing recordings in ways not already outlined and approved in these documents.

Securely moving a recording

• Most researchers will not need to move their recordings from their OneDrive folders. However, if you are part of a research team and need to move your recording to your research team's SharePoint area you can do this securely using the 'Move' tool.

• To move a recording, open the recording from your OneDrive account, select 'Move to' in the recording toolbar, and find the SharePoint site that you wish to move the recording to. Care and caution should be taken during this process to ensure that the recording is only made available to people who have a need to access it.

Important note
• Do not move your recording by downloading it to your computer and then uploading it to your SharePoint site. Recordings held on personal devices (including UON-owned laptop and desktop computers) are not sufficiently secure, and personal data held on such devices is not considered to be held in compliance with the Data Protection Act. If your device is lost or stolen, it may be possible for downloaded recordings to be accessed, even if they have been deleted.

Extending the expiry date of the recording

• Your recording will automatically expire after 60 days. This should be sufficient time to prepare your transcript, but if it is not you can extend the expiry date of your recording.

• To set your own expiration date, access the recording in your OneDrive folder. Under the recording you will see the number of days in which your recording will expire. Select this to change the expiry date.

Important note
• Do not remove the expiration date completely from your recording. If you need to keep your recording for longer than the 60 day default period then set the expiration date to the last date that you think you will need the recording. If you subsequently think that you will need it for longer, you can go back and extend the expiration date. Remember, you can only keep personal data for as long as you need it. If you don't need it anymore, the safest option is to delete it. Removing the expiration date completely means that the the recording may be kept indefinitely, which is not allowable without a good (i.e., lawful) reason under the Data Protection Act.

Deleting the recording

• As long as you have set a sensible expiry date for your recording, it will be automatically deleted on this date and you will not need to manually delete it. However, if you want to delete the recording before the expiry date, you can do do by accessing your OneDrive folder, and going into the recordings folder where you will see all your recordings. From the recordings folder, select the recording that you want to delete, and from the top menu choose 'Delete'. Your recording will be moved to the recycle bin.

• To fully delete recordings from your OneDrive folder, including ones which have automatically expired, access the recycle bin and either empty the bin or delete the recordings from the bin. At the bottom of the recycle bin you will see a link to the 'Second-stage recycle bin'. Access this, and either delete the recordings or empty the bin. Your recordings will now be completely deleted.