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UW Zoom Users,
We are writing to notify you about changes to storing Zoom recordings in the cloud, effective Monday, July 20. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone. They include:
- Removal of redundant recording files from Zoom cloud storage
- Revision to the retention policy for Zoom recordings to delete recordings from Zoom cloud storage after 90 days
Over the past few months, cloud storage of UW Zoom recordings has increased dramatically. Much of this increase is due to course recordings, but also occurs because some users are setting their Zoom accounts to record every meeting by default, and are recording personal meetings, which may not be in compliance with UW personal use policies. Our allotted storage is currently filled, and it is not financially feasible to expand storage capacity.
Removal of redundant recordings
In order to free up storage space, the UW Zoom service team will begin deleting redundant files on Monday, July 20. By default, for every meeting recorded, Zoom recorded both Active Speaker and Gallery view to optimize quality, essentially doubling the output. (These settings have recently been updated.) Learn about Zoom file types.
In identifying the best approach for freeing up space, the team determined that retaining the Active Speaker/Shared Screen recordings would be beneficial to the majority of users. All other file types, including Gallery View, will be moved to Trash. Redundant recordings deleted on July 20 will be available to recover through August 18, and then will be permanently deleted August 19.
- You will be able to recover and retain any deleted files from the Zoom Trash folder for 30 days (and then move those files to an alternate storage resource). See details below for downloading recordings and storing elsewhere.
- If Gallery View or Audio Only is the sole file type stored in the cloud for a particular meeting, it will not be deleted until it reaches the 90-day threshold.
Changes to UW Zoom cloud storage policy
Effective Tuesday, September 1, the UW Zoom service team will institute a 90-day retention policy for Zoom cloud recordings. Redundant recordings (see explanation above) and those older than 90 days will be moved to Zoom Trash automatically starting September 1. You will be able to recover any files moved to Zoom Trash until September 30. Going forward, recordings will be deleted from Zoom cloud storage 90 days from the date of creation. Please note that these recordings will be moved to the Zoom Trash folder and will be available for 30 days.
Why 90 days? The UW Zoom service team reviewed the options and determined that a 90-day retention policy will afford instructors the opportunity to maintain cloud recordings within UW Zoom for one full academic quarter.
Timeline: Implementation of changes to UW Zoom cloud storage
|Thurs, Jun 18:||Changes to Zoom cloud storage policy announced.|
|Mon, Jul 20:||Redundant recordings moved to Zoom Trash.|
|Tues, Aug 18:||Last day to recover recordings from Zoom Trash.|
|Wed, Aug 19:||Recordings in Zoom Trash longer than 30 days permanently deleted.|
|Tues, Sept 1:||90-day policy in effect: Recordings older than 90 days moved to Zoom Trash.|
|Wed, Sept 30:||Last day to recover recordings from Zoom Trash.|
|Thurs, Oct 1:||Recordings in Zoom Trash longer than 30 days permanently deleted.|
Steps you can take
Help preserve Zoom cloud storage space by following the practices below:
- Download your Zoom cloud recordings. You can save them on your computer or upload to an alternative storage resource. UW-IT offers services such as Panopto for course recordings and Google Drive or OneDrive for Business to support the storage of all recording files. We ask our users to be flexible and use these alternative platforms for recording and/or storing files.
- Take a moment to review your recording settings. If you are recording all your meetings by default, consider adjusting this setting. If you are using Zoom for social events, we ask that you not record those and abide by UW personal use policies. Additionally, please consider storing your recordings locally, then moving the files to a different storage resource.
- Review the UW Zoom cloud storage FAQ.
Thank you for your patience and flexibility during these unprecedented times. We appreciate your support in helping us keep UW Zoom available for everyone.
As always, we welcome your questions at firstname.lastname@example.org.
UW Zoom service team