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Zoom: Cloud Recording

Cloud recording is automatically enabled for Rice Zoom licensed accounts. When you record a meeting and choose Record to the Cloud, the video, audio, and chat text are recorded in the Zoom cloud. The recording files can be downloaded to a computer or streamed from a browser.
Zoom Cloud Recording Retention Policy
    • Academic class recordings stored in the Zoom cloud will be deleted 60 days from the official last day of each semester. 
    • Non-academic recordings stored in the Zoom cloud will be deleted 9 months after the recording date. 
    • Deleted recordings will be stored in the Zoom trash for 30 days and can only be retrieved and downloaded by the meeting host.  
    • After 30 days, the recordings are permanently removed and will no longer be accessible. The meeting host will receive a notification 7 days prior to the recording being permanently deleted. This is the meeting host’s final opportunity to download and store the recording in an alternative location.  
Please note it is the responsibility of the meeting host to ensure all recordings are retained in accordance with university guidelines and compliance requirements, including FERPA: https://registrar.rice.edu/ferpa.

Zoom Cloud Recording

  • Zoom also offers local recording, which saves the recording files to your computer.
  • Accounts with added HIPAA security have this feature disabled entirely. 
  • Cloud recordings cannot be embedded on websites, to protect the security of the recording.
  • Cloud recordings generally take about 2 times the meeting duration to process. Due to unusually high volume during the COVID-19 pandemic, cloud recordings may require extra processing time that may take up to 24 to 72 hours.

Enabling cloud recording

User

  1. Sign in to the Zoom web portal: https://riceuniversity.zoom.us/.
  2. In the navigation panel, click Settings.
  3. Navigate to the Recording tab and verify that the Cloud Recording setting is enabled.
    Notes:
    • If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.
    • If the option is grayed out, it has been locked and must be changed at either the group or account level. Contact your Zoom administrator for assistance by submitting an OIT Ticket. 

Changing cloud recording settings

After enabling cloud recording, you can change these settings. These settings can be applied at an account, group, or user level:

  • Record active speaker with shared screen: Record both active speaker view and shared content on the same video.
  • Record gallery view with shared screen: Record both gallery view and shared content on the same video.
  • Record active speaker, gallery view, and shared screen separately: Select the recording layout types that you want to record as separate videos.
  • Record an audio-only file: Only receive an M4A file with a recording of the audio.
  • Save chat messages from the meeting/webinar: Receive a TXT file with the transcript of in-meeting chat messages.
    Note: For meetings, the chat transcript saved on the cloud will only include chat messages sent to everyone. For webinars, the saved chat will only include messages from the host and panelists to all participants. Messages sent between individuals are not saved on the cloud. 

Advanced settings

  • Add a timestamp to the recording: Add a timestamp of the meeting to your cloud recordings.
  • Display participants' names in the recording: Add participants' names to the bottom-right corner of their video.
  • Record thumbnails when sharing: Include a thumbnail of the presenter when screen sharing.
  • Optimize the recording for 3rd party video editors: Generate your cloud recording video files with a standard format that is compatible with 3rd party video editors. This may increase file size.
  • Audio transcript: Automatically transcribe your cloud recordings.
  • Save panelist chat to the recording: The messages sent by panelists during a webinar to either all panelists or all panelists and attendees will be saved to the recording.

Starting a cloud recording

Note: Only hosts and co-hosts can start a cloud recording. If you want a participant to start a recording, you can make them a co-host or use the local recording. Recordings started by co-hosts will still appear in the host's recordings in the Zoom web portal.

To record a meeting to the cloud:

    1. Start a meeting as the host.
    2. Click the Record button.  Record button
    3. Select Record to the Cloud to begin recording.  Record to Cloud
    4. To stop recording, click Pause/Stop Recording End Meeting.     Pause_Stop Recording 
      5. Once the recording has been stopped, the recording must be processed before viewing. Zoom will send an email to the host's email address when the process is completed. There will be two links in the email, the first will be for the Host-only, to manage the recording. The second link will be for the participants. 
  1. Manage your cloud recordings 

    Deleting local recordings (if the recording was saved locally)

    1. Sign in to the Zoom desktop client.
    2. Click Meetings.  Meetings
    3. Click the Recorded tab and select the meeting with a local recording.
      Recorded Meeting
      Note:
      • Local recordings display the file path and options to play or delete the recording.
      • If you only see the Open option, it means the recording is a cloud recording.
    4. Click Delete to permanently delete the recording from your computer.

    Deleting cloud recordings

    You can delete all cloud recordings in your account, all recordings in search results, or recordings for a specific meeting. This will move the files to the trash and you can permanently delete them from the trash manually. If you don't permanently delete them manually, they will be deleted after 30 days. Files in the trash don't count toward your cloud-recording storage limit.

    1. Sign in to your Zoom web portal.
    2. In the navigation menu, follow this option:
      • User: Click Recordings.
        You will see a list of your cloud recordings.
    3. Follow one of these methods to delete recordings:

    Deleting cloud recordings by meeting ID

    1. Access recording management.
    2. Next to the search box, select Search by ID.
    3. Enter the meeting ID in the search box, then click Search.
    4. Click Morethen Delete in the last column.
    5. Click Yes to confirm and move the recordings to the trash.

    Deleting all cloud recordings in a search results

    1. Access recording management.
    2. Enter the desired date range and search criteria, then click Search.
    3. Click the check box located in the header row of the table.
    4. Click Delete Selected.
    5. Click Yes to confirm and move the recordings to the trash.

    Deleting all cloud recordings

    1. Access recording management.
    2. Adjust the date range and status, then click Search.
      • From: Leave blank.
      • To: Select today's date.
      • Status drop-down menu: Select All Status.
    3. Click the check box located in the header row of the table.
    4. Click Delete Selected.
    5. Click Yes to confirm and move the recordings to the trash.

    Permanently deleting cloud recordings in the trash

    To view files in the trash, click Trash in the top-right area of the recording management page. Files in the trash don't count towards your cloud-recording storage limit and will be permanently deleted after 30 days. If you do not have the Trash option, there are currently no files in your trash.

    Permanently deleting cloud recordings by meeting ID

    1. Enter the meeting ID in the search box, then click Search.
    2. Click Delete to the right of the individual meeting. You can also use the checkboxes to select several meetings, then click Delete.    Permanently delete cloud recordings

    Permanently deleting all cloud recordings

    1. Click Empty Trashlocated in the top-right corner.
    2. Click Empty to confirm that you want to permanently delete all files.

    Recover a deleted cloud recording

    Overview

    Zoom allows you to recover a recording within 30 days of deletion. If you delete the recording from the trash or if the recording is in the trash for 30 days; it will be permanently deleted and cannot be recovered.

    Instructions

    1. Login to your Zoom account and navigate to the Recordings
    2. If there are any cloud recordings in the trash, you will see a Trash link in the top right. Click this link to see any deleted cloud recordings within the past 30 days.    Deleted Cloud Recordings
    3. To recover the recording, click the Recover link on the right.   Recover from My Recordings
    4. Click Recover again to confirm.   Recover
    5. Your recording will then be available again in your recordings list.

    Additional information: https://support.zoom.us/hc/en-us/sections/200208179-Recording


    Keywords:
    Zoom Cloud Recording delete meetings 
    Doc ID:
    107341
    Owned by:
    NeedsOwner U. in Rice U
    Created:
    2020-11-20
    Updated:
    2023-05-04
    Sites:
    Rice University