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Recording meetings

Recording meetings

There may be occasions where as staff or members of the public choose to record a meeting. This page contains guidance on recording of meetings by staff or members of the public.

Further information can be found on the ICO website and if you have any questions please contact the Data Protection Advice Team.

Using Magic Notes (BEAM) in Camden ASC

Magic Notes (BEAM) is a web-based AI tool being trialled by Camden Adult Social Care (ASC) to support practitioners and staff in capturing and summarising conversations more efficiently. Accessed on council-issued mobile phones and laptops, Magic Notes uses voice-to-text transcription and AI-generated summaries to reduce administrative burden and improve the quality and timeliness of case recording. 

  

Purpose of the Trial 

The Magic Notes project aims to: 

  • Reduce manual notetaking and typing 

  • Improve the quality and consistency of recorded notes 

  • Support timely care planning and focusing on the conversations with those we support 

  • Enhance data security by reducing paper-based information handling 

  

When to Use Magic Notes 

Practitioners can use Magic Notes for: 

  • Initial Contact 

  • Conversation 1 

  • Follow-up telephone check-ins 

  • Home Visits 

  • Minuting Supervision sessions 

  • Minuting professional meetings (including Safeguarding Meetings, unless the Metropolitan Police are present) 

 

When Not to Use Magic Notes 

Magic Notes must not be used for: 

  • Conversation 2 or 3 

  • Placement or Community Reviews 

  • Safeguarding minutes (if the Metropolitan Police are present) 

  • Mental Capacity Assessments 

  • Court of Protection documents 

  • Carers Conversations & Reviews 

  

Template Development 

If existing templates do not meet your service’s needs: 

  • A Magic Notes lead from your service area can support early-stage development in collaboration with Team Managers to ensure alignment with Magic Notes’ internal processes. Please contact Bridie or Jolyon to be connected.  

All templates must be reviewed and approved by Bridie and Jolyon, in connection with the manager of the service. This ensures templates are appropriate for practice, meet quality standards, and allow for consultation with the Principal Social Worker where necessary. 

 

Training and Support 

For training or guidance on using Magic Notes, please contact: 

  • Bride Mannion, Prevention and Wellbeing Project Officer 

  • Jolyon Nash, Practice Development Lead  

 

They will connect you with the Magic Notes team for further training and support with the system. 

  

Privacy, Consent & Data Protection 

Magic Notes processes personal, health, and care-related information. Here’s what you need to know: 

  • Legal Basis: The use of Magic Notes is based on the legal basis of public task under Article 6(1)(e) and relevant provisions under Article 9 and the Data Protection Act 2018. 

  • Consent: While consent is not the legal basis, residents must be informed at the start of a conversation that Magic Notes is being used. If they object, it must not be used. 

Data Handling: 

  • Recordings are deleted from Magic Notes after one month. 

  • Finalised notes are stored in Mosaic, ASC’s case management system. 

  • All data is processed within the UK. 

For more details, refer to the Adult Social Care Privacy Notice. 

Last updated: 07 July 2025