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Zoom Cloud Storage Retention

Beginning April 14, 2021, Western Washington University will implement a two-year Zoom Cloud Storage retention period.  All Zoom recordings using Zoom Cloud will be retained for 730 days after creation. Since Zoom Cloud storage is limited, we recommend that recordings be moved to Panopto or Stream for archival purposes. 

Retention Process 

After 730 days, Zoom Cloud recordings will be moved to the meeting host's trash for an additional 30 days. Meeting hosts will receive an email notification directly from Zoom when meeting files have been moved to the trash and seven days prior to permanent deletion. During this time, hosts can easily recover recordings which removes the recording from the trash location. If no action is taken, hosts will receive a second email notification seven days before the end of the 30-day period. Once the 30-day trash countdown expires, the recordings will be deleted permanently.  At any point before deletion, hosts can download recordings that are still needed and place them on another streaming service such as Panopto or Stream. 

This retention limit only applies to Zoom meeting or webinar cloud recordings hosted on https://wwu-edu.zoom.us. This does not apply to Zoom recordings stored on local computers. During Zoom meetings, Zoom offers the option for meeting hosts to store recordings locally to their computer. 

Benefits 

This retention period will ensure that enough cloud storage remains available to our community during an active academic term and promote the proper stewardship of University data and resources by encouraging the transfer of any meeting or lecture recordings that may be needed for longer-term access to one of the University's central storage locations. 

Important Actions 

Be Aware 

If you are using Zoom Cloud storage be aware of the retention period so you can plan accordingly for past and future recordings. Starting April 14, 2021, your Zoom cloud recordings older than two years will be moved into your Zoom trash folder.  Recordings will be permanently deleted thirty days later.  Review automatic deletion dates in Zoom (see below). 

Also note that embedded or linked Zoom Cloud videos will no longer function once they have been deleted.  Users will receive a message stating that the file no longer exists. Restoring the video file from the trash before it has been permanently removed will re-enable the embedded or linked video. 

Review Your Older Recordings 

Before April 6, 2021, review any of your old Zoom cloud recordings: 

  1. Go to https://wwu-edu.zoom.us/signin

  1. Sign in to Zoom with your Western universal ID and password. 

  1. Click "Recordings" in the left menu and review your "Cloud Recordings."   

  1. Scan the dates of your recordings.  

  1. If you wish to keep an older session, click the "Topic" name or the "File Size" link for the recording detail page, and then click "Download" to download the files related to that recording.   

  1. Once downloaded, you can keep the file(s) on your local computer or upload the file(s) to your Panopto “My Folder” for central storage. Note that any trimming previously done on Zoom will need to be replicated in Panopto. 

On (or after) April 14, 2021 when the retention period is applied:  

  1. Go to https://wwu-edu.zoom.us/signin

  1. Sign in with your Western universal ID and password. 

  1. Click "Recordings" in the left menu and review your "Cloud Recordings."  A new column will be visible titled "Auto Delete In." This is the countdown timer before a recording will be moved into the Zoom Trash for an additional 30 days before permanent deletion.  

  1. Review your older recordings, especially those that will soon be deleted, and take the appropriate action (i.e. download, allow auto-deletion, or manually delete unnecessary recordings). 

Resources 

Deleting and recovering Zoom Cloud Recordings 

Migrating Zoom Cloud Videos to Panopto