August 12, 2020

Changes to Zoom security and storage

This message was sent to all Zoom users.

UW Zoom Users,

This message provides important information regarding upcoming changes to Zoom that require your attention, including:

  • Requirement to enable a passcode or waiting room for all meetings starting Wednesday, August 26, 2020
  • Ability for meeting hosts to allow participants to change their display name
  • Reminder about changes to cloud storage of Zoom recordings and deadlines to recover recordings that have been moved to Zoom trash

Zoom requirement for waiting room or passcode

To enhance meeting security, Zoom is now requiring meeting hosts to enable either the waiting room or a passcode (formerly “password”) for all meetings. The waiting room and passcodes create an additional layer of security, and Zoom is requiring this change to prevent unauthorized entry to and interruption of online meetings. Webinars are excluded from this requirement.

If you do not have the waiting room or a passcode enabled by Wednesday, August 26, a waiting room will be enabled for you. However, we encourage you to review your settings now and enable one of these options.

To learn more about the requirement to enable a passcode or the waiting room, see Zoom’s FAQ. Please note the University is implementing this requirement early in order to avoid disruptions during the start of autumn quarter.

About the waiting room

A waiting room is a place for meeting participants to wait before being admitted by the meeting host or co-host.

Meeting hosts do not have to manually admit all meeting participants. You can allow meeting participants with the proper credentials to bypass the waiting room. For example, instructors can set this option to allow students signing in with a UW NetID to join the meeting directly without having to wait.

If you have already enabled the waiting room, there will be no change in how you schedule meetings.

Learn more:

About passcodes

When you enable passcodes in your settings, a unique code is embedded into the meeting URL as you schedule meetings. Participants join the meeting by clicking the meeting URL, which contains the unique code. Once enabled, new meetings will automatically include the passcode in the meeting link.

For previously scheduled meetings, you will need to enable a passcode for each individual meeting. For previously scheduled recurring meetings, you only need to do this once for the series. Remember to resend calendar invitations for any meetings you previously scheduled in order to include the passcode.

Learn more:

Allowing meeting participants to rename themselves during meetings

With the additional security of requiring a passcode or waiting room on Wednesday, August 26,UW-IT will also enable the option for meeting hosts to allow participants to rename themselves during a meeting. Meeting hosts can set this option for all meetings or on a per meeting basis.

Reminder: Changes to UW Zoom cloud storage

As previously announced, UW-IT will implement changes to storing Zoom recordings. These changes are necessary to free up cloud storage capacity that will ensure Zoom continues to be available for everyone, and include:

  • On Monday, July 20, 2020, all redundant recording files were moved from Zoom cloud storage to Zoom trash. They can be recovered, downloaded and stored elsewhere until Tuesday, August 18, 2020.
  • Effective Tuesday, September 1, 2020, recordings stored in the Zoom cloud will be set to auto-delete after 90 days. For example, on September 1, any Zoom cloud recording created before June 3 will be moved to Zoom trash; on October 1, any recording created before July 3 will be moved to Zoom trash, and so on. This process will occur monthly on an ongoing basis.
  • Going forward, this will be a monthly process of moving recordings older than 90 days to Zoom trash, where they can be recovered, downloaded, and stored elsewhere. After 30 days in Zoom trash, files will be deleted. Monthly reminders will be sent through the end of 2020.

To learn more about these changes, including steps you can take:

Attend information sessions

The UW Zoom service team is offering two virtual information sessions to answer questions about changes to Zoom cloud storage and the new Zoom requirements for waiting room or passcode:

Thank you for your patience and flexibility during these unprecedented times. We appreciate your support in helping to keep UW Zoom secure and available for everyone.

As always, we welcome your questions at help@uw.edu.

Sincerely,
UW Zoom service team