Local Government Recording & Live Streaming Checklist

This handy list has been provided for Local Governments organisation to perform a checklist of items ready for all recording and live streaming use.

Local Government Checks - System Testing

IMPORTANT:   System use and operation is benefited by good systems operational understanding.   Its is vital/critical to understand your system success and opertion that your organisation and staff understand how to use the systems prior to any meeting. Please make sure you undertaken and test your AV recording and streaming systems multiple time so your familiar with its operations.

Additionally make sure staff knows how to:  

• Start and Stop normal recording 
• Start and Stop confidential recording 
• Start and Stop live streaming
• Know how to adjust your cameras 
• Know how to adjust the view for the live streaming 
• How to monitor & access your streaming content delivery network (YouTube/Facebook etc) and check for network/internet related errors 
• Check for any system faults before or during the meeting using the tools provided

Local Government Checks - prior to the meeting (between 6 and 4 hrs prior to meeting) 

Central Control System (if installed, larger systems only) 

• Make sure the room turn s on 
• Check full systems is fully operational – if you have a Redfish Touch Screen control system – check the support page to ensure everything in the systems is Green and running.  Report any errors through a support ticket to Redfish.  If you need to,  refer to the user guide supplied with your system for more use of the system.  
• Confirm the control systems is operational and is working
• Ensure relevant staff know how to use the system and understand its operation use

Discussion System  

• Check the system at least 4 hrs before the meeting
• Confirm discussion systems is operational, including 
  • If the system is wireless – ensure batteries are fully charged
  • All units are operational – test each by pressing the button and ensure it lights red
  • Check that audio is being provided to all other systems
• Confirm you can connect to the discussion system web page and control it 
• If voting is required, undertake a test vote and that you can extract the voting results 
• Check all batteries in any handheld microphones are new and fully charged 

Vision Systems 

• Make sure you can connect and display your devices into the vision system 
• Make sure and test that multiple vision sources can be switched too in the system 
• make sure all display devices are operational 

Live Streaming  (if your organisation does this) 

• Confirm the live streaming broadcast systems is turned on
• Confirm the live streaming systems interface and web control are operational and no errors are shown
• Confirm on your Content Delivery Service interface (YouTube, Facebook, etc) that streaming is active and being received 
• Confirm that the live streaming systems can:
  • Live stream to your streaming service s(you tube – do an unlisted test)
  • That you can record the live streaming for a backup purpose
  • Confirm you can extract the recording to place into your management system
  • Confirm old recording are then removed

Audio Recording (all WA based local government need to do this)

• Confirm the audio recording systems supplied (whether Liberty Meeting Recorder, Bosch CCS100D internal recorder, Q-SYS recorder or MP3 recorder)  is operating and available 
  • Do a test recording
  • Practice stop/start recording when going behind closed doors
  • Confirm you can extract the recording to place into your management system
  • Listen back that it captures correctly
  • Confirm old recording are then removed from the system or device memory

Video Conferencing (if required) 

• Check you can run your video conferencing software 
• Confirm  it connect to the audio systems
• Confirm it connects to the camera or vision systems 
• Confirm and do a test video conference and ensure you can be seen and heard and you can see and hear the far end

During the Meeting - Checklist

1. Confirm that all audio is working and can be heard 
2. Confirm that vision systems are operational and can be seen 
3. Make sure that live streaming is streaming and connected - check your streaming site (YouTube/Facebook Etc) to confirm 
4. Make sure you are recording the live stream for backup 
5. Make sure you are audio recording 
6. Make sure your vision system is being shown on the screen 

Post Meeting Checklist 

• Stop audio recording 
• Extract the audio recording and place into your corporate directories.  Make make sure any confidential items are separated and placed into a secure drive 
• Stop live streaming - no less than 2 mins after the end of the meeting 
• Check the live stream post the meeting and add any relevant bookmarks 
• Once confirmed removed or extract the backup live streaming recording from the system and save as required 
• Shutdown the system 
• Remove and put all batteries on charge