Zoom Recordings Retention Policy and Guidelines
Zoom allows users to store recordings of meetings or class sessions locally on their own device or in the Zoom cloud. While the latter provides integrated options for sharing, the Zoom cloud is not intended for permanent storage of recorded events, meetings and/or classes. The space is limited and shared.
Kaltura provides some additional space for storage of recordings, but it is not unlimited. We have installed a connector between Zoom and Kaltura which will automatically copy meeting recordings to Kaltura after the meeting ends. If you have an active Kaltura account, the connector will make the recording available in your “My Media” listing. If you haven’t used Kaltura before, logging in at https://trincoll.mediaspace.kaltura.com/ will activate your account and assign your Zoom recordings properly. Kaltura documentation is available here.
To ensure adequate storage to record meetings and classes, recordings on Zoom cloud storage must be removed regularly. Recordings will remain on Zoom for 30 days after the end of each semester, after which they will be permanently deleted.
- Recordings made after 1/5/21: As of January 5, 2021 recorded meetings are automatically copied to your Kaltura account. The Kaltura recording can then be shared to Moodle or elsewhere by following these instructions. This process will ensure ample space for everyone’s recording needs throughout the semester.
- Recordings made before 1/5/21: Recordings made prior to January 2021 will not automatically be copied to Kaltura. Please review your recordings and delete any you no longer need. If you need the files, move them to Kaltura. The process is to download the video from Zoom and upload it into Kaltura. Instructions are available here.
Guidelines for Recording
The following guidelines for recording video are based on privacy and FERPA guidelines. Please note these apply to all class recordings, regardless of the platform used.
- Transparency: At the beginning of each class, remind students that you are going to record the class session. Additionally, you may want to include written notice in your syllabus.
- Purpose: Consider the reason for recording your class session or meeting. Recordings should be intentional, not a default setting, and have a pedagogical purpose. One-on-one meetings, advising sessions, etc. should not be recorded.
- Quality: Record only the portions of class that are most useful to students. Consider pausing the recording when open discussion or small group work begins.
- Privacy: Students may be more uncomfortable speaking or turning their cameras on while the class is being recorded. Consider pausing the recording during open discussions to encourage participation. If you require students to turn their cameras on during class, consider allowing them to turn their cameras off while the class is being recorded.
- Retention: Class recordings should be deleted after the end of the semester during which they were made. If you have pedagogical or research reasons for wishing to keep these recordings longer, please consult with RIT or/and IRB to develop a plan for storage and access.
If you are conducting and recording classes using other software, such as Teams, LITS recommends that you share the videos via Kaltura. Streaming platforms such as YouTube or Vimeo are not recommended, especially if the recordings include students.
