Zoom Cloud Recording Retention Period

Due to the unprecedented use of Zoom and exponential growth of cloud recording storage, Dartmouth will implement a 100-day retention period for Zoom Cloud recordings on April 14, 2021.  Zoom has been widely and successfully adopted at Dartmouth; however, Zoom Cloud storage is very expensive.  Dartmouth will realize a significant cost savings by utilizing the less expensive media storage option offered in Panopto, Dartmouth’s long-term media storage platform.  To learn more about Panopto, please visit: Getting Started with Panopto.

Zoom-Panopto Integration and Migration Projects

On December 7, 2020, Dartmouth enabled an integration between Zoom Cloud and Panopto to automatically copy new Zoom recordings from Zoom Cloud to the meeting host's Panopto account.  Users are encouraged to take advantage of Dartmouth’s Zoom-Panopto integration to access Zoom recordings directly from their Panopto account rather than from Zoom Cloud.

In January 2021, Dartmouth kicked-off a migration project to copy Zoom recordings created prior to December 7, 2020 from Zoom Cloud to the meeting host's Panopto account.  The migration project was completed in March 2021.

Why 100 days?

Dartmouth's Zoom stakeholder group, which has membership from across the institution, reviewed options and determined that a 100-day retention period will afford faculty ample opportunity to access recordings in Zoom Cloud during the class term, while also affording students and staff ample opportunity to access their recordings in Zoom Cloud if the need arises. 

What does this mean for me?

On April 14, 2021, all Zoom recordings older than 100 days will be moved to the meeting host's Zoom Trash.  Recordings will remain in Zoom Trash for 30 days.  Once the 30-day Trash countdown expires, the recordings will be permanently deleted from Zoom Cloud.

Moving forward, 100 days after the creation date, Zoom cloud recordings will be moved to the meeting host's Zoom Trash.  Recordings will remain in Zoom Trash for 30 days.  Once the 30-day Trash countdown expires, the recordings will be permanently deleted from Zoom Cloud.

Because of the Zoom-Panopto migration and integration projects, copies of these recordings have already been placed in the meeting host's Panopto account.  

The retention period only applies to Zoom Cloud recordings hosted on dartmouth.zoom.us.  The retention period does not apply to Zoom recordings stored locally or in other storage solutions such as Panopto, Google Drive, or Dropbox.

Communications Timeline

  • Wednesday, February 10, 2021: Vox communication to the community regarding the 100-day retention period
    • Due to the exponential growth of Zoom and recording cloud storage, beginning on March 22, 2021, a 100-day retention period will be applied to Zoom Cloud recordings.  Zoom Cloud recordings remain available in Panopto, Dartmouth’s new long-term media storage platform.  Users are encouraged to take advantage of Dartmouth’s Zoom-Panopto integration to access Zoom recordings directly from their Panopto account.  For more information on the retention period, visit: https://dartgo.org/zoom-updates.
  • Tuesday, February 23, 2021: Vox communication to the community regarding the 100-day retention period
    • Beginning on March 22, a 100-day retention period will be applied to recordings in Zoom Cloud. The Zoom recordings remain available in Panopto, Dartmouth's new long-term media storage platform. We encourage you to take advantage of Dartmouth's Zoom-Panopto integration to access Zoom recordings directly from your Panopto account. To learn more about Panopto, please visit: 
      https://dartgo.org/panopto. For more information on the retention period, please visit: https://dartgo.org/zoom-updates.
  • Thursday, March 11, 2021: Vox communication to the community regarding the 100-day retention period
    • Beginning in April, recordings in Zoom Cloud older than 100 days will move to the host's Zoom Trash. All Zoom recordings will continue to be available in Panopto, Dartmouth's long-term media storage platform. Visit https://dartgo.org/zoom-updates for information on the retention period. To learn more about Panopto's role at Dartmouth, please visit https://dartgo.org/panopto.  "Introduction to Panopto" workshops are scheduled for March. Sign up here: https://dartgo.org/panopto-workshops.
  • Monday, March 29, 2021: email to users with Zoom Cloud recording(s) that will be moved to Trash when 100-day retention period is enabled on April 14, 2021
  • April 14, 2021: enable 100-day retention period for Zoom Cloud recordings
  • April 15, 2021: confirmation email to users with Zoom Cloud recording(s) that were moved to Trash

Details

Article ID: 127123
Created
Tue 2/2/21 7:17 PM
Modified
Tue 4/6/21 4:48 PM