Zoom Recording - Cloud File Retention

Purpose

Zoom Cloud recording functionality is automatically enabled for all UNC Asheville faculty and staff individual account holders. Students may obtain Cloud Recording access to assist in fulfilling curricular needs for the semester or the length of a curricular project. Faculty or staff should submit requests for Zoom Cloud Recording access to the ITS Service Desk. Please title all such emails as "Request for Cloud Recording Retention" and include the applicable course number, student name and email address, and the start and end time frames needed.

When the meeting host or co-host starts the meeting and selects Record to the Cloud, the video, audio, and chat text are recorded onto Zoom cloud recording resources. The host can also enable automatic recording when scheduling a meeting. The recording file(s) can be streamed from a browser using Zoom Cloud Recording servers functionality that allows access by enrolled students or other interested parties.

Cloud Recordings

Cloud recordings generally take about 2 times the meeting duration to process and become available for viewing or downloading. Due to unusually high volume periods, cloud recordings may require extra processing time that may take up to 24 to 72 hours. The processing of audio transcription files can take up to 48 additional hours as well.

Storage

As Zoom Meeting platform resources are UNC Asheville's primary 'Curricular Support' web conference tool, Zoom Cloud Recording resource use is prioritized for support of courses and curricular programming.
Zoom Cloud Recording storage resources are maintained as long as they remain pedagogically relevant, however faculty members are encouraged to download files for long term / permanent archiving purposes.
Student Cloud Recording files are transferred to the instructor of record at the end of the semester or curricular project.

Retention Periods

These resource conservation measures are in place to ensure that Zoom Meeting Cloud Recording functionality and support is available for the campus community as needed to support UNC Asheville's academic and student success missions.

Standard Cloud Recording retention periods are as follows:

Faculty and Staff Zoom Meeting Individual account - No retention limit limit
Student curricular support access - End of the semester or end of the curricular project. The course instructor MUST request student access to cloud recording by use of the following Google Form (Click here for Request Form)

All deleted Zoom Cloud Recording files are maintained within a 'trash' folder that is associated with each respective Zoom Meeting individual license account. Files will remain within 'trash' for 30 days prior to being permanently deleted. Once deleted from trash, the files cannot be recovered by Zoom Engineering Support staff.

License Holders

Zoom Meeting license holders (event hosts) may recover deleted Cloud Recording files located with the trash folder. These files will then be available only for a short time frame to allow hosts to recover the file(s) by downloading them to a computer or Google Drive account. [Click here for further recording recovery information].

Account holders should immediately download the recording files as file recovery is only possible once.
Any time-coding functionality associated with Zoom Cloud Server storage will be stripped away from downloaded recordings as they will be converted into discrete video (MP4), audio (M4A), chat (txt) and audio transcription (VTT) files stored on individual computers or Google Drive storage locations. [Click here for further recording file format information]
Audio transcript recording files hosted on Zoom Cloud Recording servers are divided into sections, each with a timestamp marking how far into the recording that portion of the text was recorded. This reference point becomes disabled once the recording files are downloaded off Zoom Cloud Server resources.

Zoom Support video: 'Recording to the Cloud' (Length 3min and 34 seconds)

Resources for assistance or follow-up questions and concerns.

Contact UNC Asheville's Information Technology IT Service Desk for assistance in implementing the above described services and support. Email: itservicedesk@unca.edu or by calling 828.251.6445

Contact UNC Asheville's Center for Teaching and Learning unit for pedagogy and teaching strategies regarding this knowledge base article. Email: ins_tech@unca.edu. or by calling 828.251.6540

Use the Zoom Video Communication system knowledge base for Zoom meeting specific support questions or concerns. www.zoom.us/support