Map who can open a recording
Start with a list, not a tool. Write down the people and systems that can open the recording: the recruiter, the hiring manager, a panel member, a support engineer, the ATS and any export destination. For each entry, note why that access exists and when it should end.
A recording that everyone can open is hard to control. Give access by role and keep the group small. If a stakeholder needs one answer, share that answer and the rubric instead of the full recording.
Give every link an owner and an end date
A share link is a door. Treat it like one. Name the person who created it, write down who should receive it and set the moment when it closes. Avoid a permanent public link or a link that anyone in the organisation can forward without a trace.
When the decision is made, close the link. A link that stays open after the review has no purpose. Put the close-out in the same routine as the decision note so it is not left to memory.
Protect the accounts and devices
Use a unique account for each reviewer and turn on the sign-in protection your provider offers. Do not share a login between colleagues. A shared account makes the access log useless because nobody can tell who opened the recording.
Ask reviewers to work on a device they control, with a screen lock and current updates. A recording discussed on a phone in a public place is a share, even when no file was sent. Keep the conversation in the review tool where the access rules apply.
Ask the vendor concrete questions
Ask where the recording is stored, how it is encrypted in transit and at rest, and who can access it for support. Ask whether the support session is logged and which approval is needed before an engineer opens a candidate record.
Ask for an independent audit result and a named contact for a security question. You do not need a long questionnaire. A few precise questions and a written answer give the team something it can check later.
Log exports and external shares
An export leaves the controlled environment. Keep a short record: who exported what, for which purpose and when the copy will be removed. If a file goes to a client or an adviser, say what they may do with it and when access ends.
Check the export folder at the end of a round. A spreadsheet or a downloaded file in a personal folder is easy to forget and hard to find later.
Close the round
When a search closes, remove access for people who no longer need it, close open links and update the record. A new search should not inherit old permissions or old copies.
Plan a short check after a near miss, a lost device or a link sent to the wrong person. Ask what happened, which access was open and what the team changed. The answer names a concrete change, not a general request to be careful.