Local Government Recording & Live Streaming Checklist

Use this checklist to confirm your council chamber recording and live streaming systems are ready before every meeting, and to close them down correctly afterwards.

1. Operator Readiness

Make sure operators know how to:

• Start and stop normal recording
• Start and stop confidential recording
• Start and stop live streaming
• Adjust the cameras
• Adjust the live streaming view
• Monitor and access your streaming platform (YouTube, Facebook, etc.) and check for network or internet errors
• Check for system faults before and during the meeting using the tools provided

2. Before the Meeting

Complete between 6 and 4 hours before the meeting starts.

Central Control System (if installed – larger systems only)

• Power on the room and confirm the system starts
• If you have a Redfish touch screen control system, check the support page and confirm every item shows green
• Report any errors to Redfish by raising a support ticket
• Refer to the user guide supplied with your system if you need further detail
• Confirm relevant staff know how to operate the system

Discussion System (check at least 4 hours before the meeting)

• Confirm the discussion system is operational:
  • Wireless systems – confirm all batteries are fully charged
  • Test every delegate unit – press the microphone button and confirm it lights red
  • Confirm audio is reaching all other systems
• Confirm you can connect to and control the discussion system web page
• If voting is required, run a test vote and confirm you can extract the results
• Confirm all handheld microphones have fresh, fully charged batteries

Vision Systems

• Connect your devices and confirm they display through the vision system
• Test switching between multiple vision sources
• Confirm all displays are operational

Live Streaming (if your organisation streams meetings)

• Confirm the live streaming system is powered on
• Confirm the streaming interface and web control are operational with no errors shown
• Confirm in your streaming platform (YouTube, Facebook, etc.) that the stream is active and being received
• Confirm the live streaming system can:
  • Stream to your platform – on YouTube, run an unlisted test
  • Record the stream as a backup
  • Export the recording to your records management system
  • Delete old recordings once exported

Audio Recording (required for all WA local governments)

• Confirm the supplied audio recorder is operating and available – Liberty Meeting Recorder, Bosch CCS 1000 D internal recorder, Q-SYS recorder or MP3 recorder:
  • Make a test recording
  • Listen back and confirm it has captured correctly
  • Practise stopping and starting the recording for items heard behind closed doors
  • Export the recording to your records management system
  • Delete old recordings from the system or device memory

Video Conferencing (if required)

• Confirm your video conferencing software launches
• Confirm it connects to the audio system
• Confirm it connects to the camera or vision system
• Run a test call – confirm the far end can see and hear you, and you can see and hear them

3. During the Meeting

1. Audio is working and can be heard
2. Vision systems are operational and can be seen
3. Live stream is connected – check your streaming platform to confirm
4. Live stream backup recording is running
5. Audio recording is running
6. Vision system output is showing on the screens

4. After the Meeting

1. Stop the audio recording
2. Export the audio recording to your corporate directories. Separate any confidential items and store them on a secure drive.
3. Stop live streaming no less than 2 minutes after the meeting closes
4. Review the live stream and add any relevant bookmarks
5. Export the backup live stream recording, save it as required, then delete it from the system
6. Shut down the system
7. Put all microphone batteries on charge

Faults or questions – raise a support ticket with Redfish Technologies.