Zoom Cloud Recording Policy

Zoom Cloud Recording Policy

Created 7/29/2021 by Sam Gunter (in effect on 8/3/2021)

Purpose

The purpose of this article is to provide an overview of how to to align a policy around Zoom’s cloud storage usage 

Intended Audience

  • All Staff

Notes

  • Users will need to be able to log in to zoom.us for access to cloud recordings
  • With Zoom, we have access to cloud storage available to utilize during meetings. These recordings are centrally located at https://zoom.us/recording. 

Policy Definition

  • Cloud recordings will begin to be deleted after 90 days of age during the last full week of each month. 
    • If an exception needs to be made, please submit a request by going to our staff site and via the IT Helpdesk request form
  • IT will not be responsible for any lost information from deleted files after the file ages more than 90 days. 
  • Each end user is responsible for managing their cloud recordings before being deleted. 
Customer Expectations to be set
  • If a direct Zoom link is provided to the customer: 
    • Customer’s need to be made aware of the 90 day expiration policy
    • If they wish to save the file, please advise the customer to follow the steps from Zoom’s support page linked above
  • If the file is needed to be retained longer than 90 days for internal or external use: 
    • Download the video file from the recording page and upload to your work Google Drive location and a sharing link can be utilized from Google Drive. 
Employee process to follow
  1. Head to zoom.us/recordings
    1. You should only see your available recordings upon logging in
  2. Locate your file and download your file(s)
    1. A recording can have multiple files (audio, video, chat transcript, etc.)
  3. Upload downloaded files to your Google drive at drive.usatestprep.com
    1. Best practice: Create an External Shares folder that can have subfolders for more granular sharing
  4. Share the file from your Google Drive to anyone that you wish to have access to location. Links below for Google Drive Help have all the support articles needed to complete this task. 

How did we do?

Zoom Best Practices

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