Managing Permissions on Company-Wide Video Content

Posted by Daniel Roche on Mar 14, 2017 12:30:00 PM

Some types of software allow you to manage permissions (in other words, who has the ability to publish content for internal consumption) and others do not. This article attempts to determine who, within an organization, should be able to publish for internal use. The control is absolutely necessary to ensure that content liability is limited for both the company and the producers of the video.

The excitement of obtaining or producing video content for training purposes and other forms of internal communication is wonderful. However, it must be a cool head that ensures the content is responsible, appropriate, and legally compliant. This is an important responsibility. Therefore, it is best to gather a committee to preview the content and approve it for publication. If you are the IT professional in charge of creating “permissions,” then you should create such a committee.

Primarily, this committee should contain the following experts from within the organization: 

1. An employee familiar with the licensing or purchase of outside content
2. An HR expert who can ensure that content adheres to company policy
3. An internal communication employee who can ensure the content is branded appropriately
4. A legal representative who can provide insight on and research anything that may be legally problematic or binding
5. An IT representative who can counsel the committee on any bandwidth, hardware, or technical issues
6. An executive sponsor who can provide oversight (this person may also be one of the other members, but not necessarily)

The committee’s first order of business is creating a content creator’s guide to spell out the general ways and reasons why video content can be created. The guide will also talk about the approval process and include the schedule for committee review meetings.

The regularity of meetings for this committee depends entirely on the volume of content being reviewed. Usually, the rollout of a new platform or software is when the greatest amount of work is produced for review. While reviewing the initial batch of videos, the committee will draft their user rules. It is best to publish these rules for anyone who may be either purchasing or creating content.    

Finally, there will be some back-and-forth with the creators of content. If the committee determines that a video (or more usually a portion of a video) needs to be reworked, there must be a “point person” from the committee for that conversation and any follow up. Managing content creators depends greatly on the size, age, and technical savvy of your organization.  However, it is very important that the management of content creators is a priority of the committee.

Of course, there are organizations that do not manage the permissions of their video content this tightly. Unfortunately, this can open the organization to liability, confusion, and sub-par training content. Therefore, in order to ensure that your company does not run into any of these pitfalls, create a committee and manage your content appropriately.

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Topics: permissions, video content, security, company wide

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