UNM Zoom Cloud Recording Retention Policy

Zoom usage has grown exponentially over the past several months. Due to the unprecedented increase, we've exceeded our allotted Zoom storage space. Zoom cloud recording is not intended for permanent storage or sharing. To make it easier to manage and share content, UNM IT has implemented an integration with Kaltura. Most faculty are already using the automated workflow and the Kaltura solution to share Zoom recordings with their classes without relying on long-term Zoom Cloud storage.


Cloud Recordings in UNM Zoom have been copied over to UNM Kaltura since August 1, 2020. Beginning April 1, 2021, UNM Zoom cloud recordings are retained in UNM Zoom for a period of 30 days for you to verify that they have been successfully copied to Kaltura. 

On May 22, 2021, direct sharing of cloud recordings through Zoom was disabled. We continue to recommend the use of Kaltura to manage and share recordings rather than through Zoom’s built-in share feature.

 

What is Kaltura?

  • Kaltura is UNM’s enterprise video content management and delivery system used extensively to support academic classes at UNM since 2012. Kaltura has established workflows, granular permissions management, automated multi-bitrate transcoding and delivery functionality, and Kaltura makes it easy to contextually embed video content in other web pages.

How do I access and share my Zoom recordings?

  • For Academic Classes: If your Zoom cloud recording was created as part of an academic class, you should already be accessing your recordings through My Media in UNM Learn where they can be safely shared to a course. For more information on accessing My Media, please refer to How to Use the Media Tools in Learn
  • For non-academic content, use UNM MediaSpace.

Why do we need a retention policy for Zoom recordings? 

  • We have a quota for storage of recordings in Zoom, and it is not cost effective to purchase additional storage from Zoom. However, we have unlimited storage through our licensing agreement with Kaltura. 
  • The unprecedented growth in Zoom usage as a result of the pandemic has caused us to exceed our alloted Zoom storage space.
  • Zoom is a great meeting tool, but not a great content management system. For example, Zoom lacks the ability to create granular permissions, shared ownership, and shared workflows. Direct Zoom links embedded in other websites lack refinement. 
  • Rather than recreate workflows and functionality in Zoom, it is better to leverage existing, mature technologies and processes. 

When did the policy take effect?  

  • The UNM Zoom recording retention policy took effect on April 1, 2021. Beginning May 1, 2021, all of your UNM Zoom Cloud Recordings created prior to April 1, 2021, are moved to your Trash folder (for 30 days). 

What are the details of the retention policy? How long will my recordings be available in UNM Zoom?

  • When a Cloud Recording is created through UNM Zoom, depending on the length of the recording, it will be available within a few hours in your Kaltura My Media repository.
  • The integration between Zoom and Kaltura is well established and reliable. However, the recording will be retained in your UNM Zoom account for a 30 day “verification period” to give you an opportunity to be certain that it was indeed copied over to Kaltura. 
  • Since the recording now exists in Kaltura, it is no longer necessary to keep it in Zoom. 
  • After the 30-day verification period, the recordings in your Zoom account automatically move to your “Trash” folder.
  • After 30 days in the trash folder recordings are permanently deleted from Zoom.  
  • This policy does not impact a recording’s availability in Kaltura. UNM Zoom users can continue to access their recordings through Kaltura’s My Media in UNM Learn or UNM MediaSpace after they are removed on Zoom's end.

What happens to recordings created prior to the implementation of the retention policy? 

  • On April 1, 2021, the 30-day verification period took effect for all existing recordings in UNM Zoom. Beginning May 1, 2021 all recordings older than 30 days are moved to your Zoom Recording trash folder. Content added to your Trash folder is permanently deleted after 30 days.
  • IMPORTANT! If you have content created in Zoom created prior to August 1, 2020, it was not automatically copied to Kaltura. See the answer to this question for guidance.

Can the retention policy be applied selectively? In other words, it would really make sense to have the policy only apply to new recordings or to have some other policy that is more flexible or granular.

  • Unfortunately, the short answer to this question is: No, it is not possible to have a more granular or sophisticated retention policy in Zoom.
  • Zoom is a great live meeting tool, but lacks many features one would expect in a content management tool. Specifically, Zoom allows only a single, simple retention policy that can best be described as an "expiration date based on age". For this reason and others, we are copying Zoom Cloud Recordings to Kaltura, a purpose-built tool for managing, sharing, and delivering video content.

How do I know if my Zoom recordings are on Kaltura? And how do I manage or move recordings to Kaltura if that is necessary?

  • For academic use of Kaltura, check and manage your Zoom cloud recordings in My Media through Learn
  • If you have never used Kaltura or you are not managing recordings of students or academic classes, check for your Zoom cloud recordings in My Media through UNM MediaSpace.

How do I get help?

  • If you have any other questions, please submit a Help.UNM ticket or contact UNM Information Technologies Customer Support Services (IT CSS) by calling (505) 277-5757.

 

Notes: 

  • If you do not see your Zoom cloud recording immediately, please wait up to 24 hours before putting in a ticket. During peak use of Zoom or Kaltura, processing done by both platforms can be strained and may take longer than expected. 
  • The Zoom/Kaltura integration was put in place on August 1st, 2020. Recordings prior to that date will not automatically appear in Kaltura.  
  • Zoom Webinars that are recorded to the cloud will be automatically copied to the host’s associated Kaltura account. 
  • Currently there is no retention policy for content copied to or uploaded to Kaltura. 
  • Content uploaded to Kaltura is private by default and is under your personal media repository. To share that content, you will either need to publish it in a UNM Learn course or share it through UNM MediaSpace