July 15, 2020

Reminder: Changes to Zoom cloud storage

This message was sent to all UW Zoom users.

UW Zoom users,

This is a reminder about changes to storing Zoom recordings in the cloud, beginning 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 or 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.

Please note:

  • 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.

Learn how to recover deleted recordings.

Changes to 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 Zoom cloud storage

Thurs, Jun 18 Initial announcement about changes to Zoom cloud storage policy.
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:

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 help@uw.edu.

Sincerely,
UW Zoom service team