Guidelines on the Use of Audio & Video Recording

A. Audio Recording

  1. Exempt Review
    Research protocols eligible for exempt review may use audio recordings obtained through surveys, interviews, educational tests, public observations, and behavioral interventions that have minimum risk if all of the following conditions are met:
    • No personal information of the respondent will be recorded (e.g. respondent’s name), and
    • Investigators may only keep recorded data within 3 months after the data collection process is completed, and
    • Any disclosure of a human subject’s responses outside the study would not reasonably place the subject at risk of criminal or civil liability or damage the subject’s welfare, health, financial position, employability, educational progress, or reputation. Examples of information that if disclosed could harm the respondent:
      • History of drug use
      • Experience of domestic violence
      • Employee opinion about superiors

 

  1. Expedited Review
    Research protocols using audio recordings of human subjects can be reviewed through expedited review, if the following conditions are met:
    • Investigators may only keep recorded data for a maximum of 3 months after the data collection process is complete.

         And one of the following two conditions is met:

    • No personal information of the respondent will be recorded (e.g. respondent’s name), or
    • Any disclosure of a human subject’s responses outside of the study will not expose the subject at criminal or civil risk or damage the subject’s welfare, health, financial position, employability, educational progress, or reputation.

 

  1. Full Board Review
    Research protocols using audio recordings must be reviewed through full board review if any of the following three conditions are met:
    • The respondent’s personal information will be recorded, or
    • Identification of the subject and/or disclosure of the subject’s responses will put the subject at risk of criminal or civil liability or damage the subject’s welfare, health, financial position, employability, insurance, reputation, or stigmatization, or
    • Investigators want to store recorded data for a period of more than 3 months after the data collection process is complete

 

B. Video Recording

Research protocols with video recording are subject to full board review.

 

C. KEP Recommendations Regarding Recording Data Storage

  1. Exempt and Expedited Review
    The recommendations of KEP LPEM FEB UI regarding recording data storage for exempt and expedited review research protocols are as follows.
    • The consent of the recording by the respondent must be written on the PSP form
    • The investigator must write down the period of deletion of the record, as well as information about who will have access to the record and where the record will be stored on the PSP form.
    • All data will be stored in an encrypted personal computer database and can only be accessed by the Principal Investigator (PI) and protected by a password which will be changed every 4 weeks for security purposes.
    • To protect respondents properly, KEP requires records to be destroyed within 3 months of data collection.

 

  1. Full Board Review
    The recommendations of KEP LPEM FEB UI regarding recording data storage for full board review research protocols are the following:
    • The respondent’s consent to the recording must be written on the PSP form.
    • Informed Consent Form must include the following elements:
      • A statement indicating where and how records will be stored and secured.
      • A statement indicating who will have access to the record.
      • A statement indicating how long the record is kept.
      • A chance for respondents to indicate whether they want the record to be destroyed within the specified timeframe, or
      • A chance for respondents to allow records to be archived for future research in specific research areas (e.g., language development, conversational attributes), where relevant.
  • All data files will be stored in an encrypted personal computer database and can only be accessed by the Principal Investigator (PI) and protected by a password which will be changed every 4 weeks for security purposes.

 

Download this guide: LPEM FEB UI KEP Guideline for Research using Records

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