Managing your Zoom Cloud-Recordings

Video recordings take up a lot of storage space and at this time our 2019-2021 consortial ZOOM license agreement through the Oregon Community College Distance Learning Association (OCCDLA) does not include unlimited storage.

While we encourage you to continue to take advantage of this great video conferencing tool and to ensure we continue to have sufficient storage and access, we are asking all users to delete obsolete ZOOM cloud-recordings as soon as possible. Users also have an option to download files to a personal or work computer or external storage device prior to deletion. Faculty have the option to move needed ZOOM recordings to Kaltura for longer-term storage within Moodle.

Effective May 3, 2021, Online Learning & Educational Technology (OLET) will implement a 2021 File Retention Plan for all users.  The 2021 File Retention Plan outlines the automated process in ZOOM to move cloud-recordings older than 1.25 years to the ZOOM Trash folder. Files are permanently deleted from the ZOOM Trash after 30 days.

If you’re not sure if this will effect you and your recordings…

What Did You Record with Zoom?

• Recorded to Local Computer (No action needed)
  These video recordings live on your personal or work computer and are not included in Zoom’s Cloud-Recordings. To share these videos with others you’ll need to upload them elsewhere, like to Kaltura or another third-party video host like YouTube (with your personal Google account).
• Reusable Lectures/Lessons (See instructions below)
  These video recordings are ones you plan to reuse in more than one class going forward and need to be accessible after this term is over. These videos should NOT include any FERPA-protected student data.
• Live Class Sessions (OPTIONAL: No action needed or See instructions below)
  These are class recordings that are meant to be shared with students in the current term, namely for those wanting to look back to review the material covered or view it for the first time if they missed the class session. You can let these cloud-recordings auto-delete.
• Any combination of the above (See instructions below)

Find your Zoom Cloud-Recordings

Managing Recordings

It may be that you have many recordings labeled as your “Personal Meeting Room” or something similarly generic. If this is the case, you can sort through these recordings and Rename, Delete, or Download the videos from Zoom (to upload them long-term storage elsewhere, such as Kaltura) one-at-a-time.

Schedule and Name your Meetings in Advance

To prevent an increased workload with future Zoom meetings, we recommend that you properly schedule and name the meetings you plan to record by…

• creating individual Weekly Moodle (Office) Hours
• scheduling a Meeting within your Zoom app to match the timing of your Recurring Moodle (Office) Hours

When you Can’t Schedule a Meeting

If you’re using recurring (in or outside of Moodle), drop-in, or any other meetings NOT scheduled within Zoom or Moodle with a date picker tool or drop-down, then you can Rename your Zoom recordings to something meaningful as soon as they’ve been processed:

Download your Recording

To download all files associated with the Recording click the Download button.

Each file will open its own download prompt window.

After you’ve downloaded the video (.mp4 file) and other associated files (audio transcript .vvt file, audio only .mp4 file, etc.) to your computer you can upload all to Kaltura.

Use the links in the list below the Recording to pick and choose the files or version of your video that you’d like to preserve. In MOST cases, this will be the Shared screen with speaker view and any captions.

Each file will open its own download prompt window.

After you’ve downloaded the video (.mp4 file) and other associated files (audio transcript .vvt file, audio only .mp4 file, etc.) to your computer you can upload all to Kaltura.

Rename your Recording

Click the pencil icon after the name of the meeting.

Enter the new, more informative name (such as “2021/SP M-101-01 Week 1- Class Lecture”)

Click the associated Save button to save your changes.

NOTE: The embedded video will update automatically within the Zoom interface, but this does NOT feed back into how any links look outside Zoom, like Moodle or emails.

Delete your Recording

You can delete a recording (and all associated files) by clicking the Garbage can icon to the right of the Recording’s information.

Troubleshooting

Temporarily Restore a Video from the Zoom Trash