In effort to facilitate an eSCRIBE roll out to staff and meeting participants that thoughtful and proactive to ensure that all eSCRIBE users will be working with equipment that is suitable to support their use of the system.

In a world of remote working and meeting participation, there has been a significant increase in the number of variables that need to be considered when running a remote or hybrid meeting.

The following is intended to be used as a check list for considerations to review prior to launching eSCRIBE, or as a troubleshooting guide in the event where issues have arisen in it’s use.

Network Connectivity

1. Webcasting services requires the following required dedicated bandwidth
   • minimum level of available bandwidth- 3 Mbps upload speed
   • ideal recommendation of available bandwidth - 5 Mbps upload speed
   • more information on webcasting best practices
      
2. Investigate what bandwidth requirements are required from the chosen video conference tools (ex: Teams, Zoom, Webex, etc) being used.
    
3. Conduct evaluation of the internet connection available at each participant’s location to ensure ample dedicated bandwidth is available to support a real time connection with the meeting.
    
4. Roll out standard procedures for reducing consumption of internet bandwidth at the time of the meeting, especially for those working from home. This would include procedures like reduce other people in the home on video conference meeting or using streaming services.
    
5. In effort to ensure optimal quality for the webcasting feed, implementing Quality of Service (QOS) rules within your network you can ensure that the feed from the encoder and the eSCRIBE website is prioritized within your available network bandwidth is STRONGLY recommended.
    
6. For an outline of internet bandwidth is required for eSCRIBE users, please see chart below.

Hardware Devices

1. Mobile Applications
   • Meetings Pro for iPad - iPad 2 or later with IOS17+
   • For non device version specs, please see chart below.
2. It is strongly recommended that participants who are attending a hybrid (or remote meeting remotely have dual monitors (one to participate in the meeting via video conference, and the other to use eSCRIBE).
   • If the participant is using an iPad, or other device that doesn’t support a dual monitor, it is recommended that a secondary device be provided.
3. The meeting administrator functions will likely need to be divided into multiple administrators in effort to not overburden a single computer or administrator given the increased responsibilities to support a video conference.
   • One administrator can conduct the meeting (take minutes, request to speak, open & close votes), while the other administrator can login to the video conference and manage the public display screens.
4. Meeting participants are required to have a quality peripheral headset and microphone.
5. For an outline of recommended device specifications, please see chart below

Browsers

1. Ensure that users are running the latest 2 version to any one of the following browsers:
   • Google Chrome
   • Microsoft Edge
   • Apple Safari
   • FireFox
2. Browser Configurations:
   • JavaScript must be enabled
   • Cookies must be enabled
   • Local storage must be enabled
   • TLS v1.2 or above
   • eSCRIBE must be setup as a trusted site
   • eSCRIBE site URL must be white listed in any pop-up blockers & ad blockers
   • Enable the setting to “Automatic logon with current user name and password”
   • For more details on the recommended browser settings please see this article in eSCRIBE’s Customer Community Portal
     /hc/en-us/articles/20794012930317
3. Microsoft Upload Center – enable setting in Upload Center cache to “Delete files from the Office Document Cache when they are closed”
   https://support.microsoft.com/en-us/office/office-document-cache-settings-4b497318-ae4f-4a99-be42-b242b2e8b692

Other Applications

1. What other applications will be running on the device at the time of the meeting? It is recommended where possible that applications that are not in use are shut down to avoid resource conflicts.
   • Example of this would be a VPN connection.
2. Ensure that there are no computer or network scans being done at one time (ex: virus scans, monitoring tools).
3. Windows 10 or greater is required.
4. Microsoft Office of 2010 or greater is required.

Minimum Requirements Chart