Secure devices you use with Zoom

Last updated: May 23, 2024

UW Zoom users have a responsibility to protect both personal and institutional data. UW Office of Information Security and UW-IT recommend the following to maintain secure use of UW Zoom. 

Zoom Chat File Security

Zoom offers both in-meeting and out-of-meeting Chat. To maintain security, Zoom Chat messages are automatically deleted after 120 days and file types sent using Zoom Chat are limited to the following file types. 

Allowed Documents:

  • Microsoft Word (.doc, .docx)
  • Microsoft Excel (.xls, .xlsx, .csv)
  • Microsoft PowerPoint (.ppt, .pptx)
  • Portable Document Format (.pdf)
  • Rich Text Format (.rtf)
  • Text files (.txt)

Allowed Images:

  • JPEG (.jpg)
  • PNG (.png)
  • GIF (.gif)
  • BMP (.bmp)

Allowed Audio and video files:

  • MP3 (.mp3)
  • MP4 (.mp4)
  • WAV (.wav)
  • AVI (.avi)
  • Web links (URLs)

Zoom does not scan files for malware and viruses when transferring files using Zoom chat. When receiving files from within Zoom, ensure your devices are secure by reviewing the device security best practices

Understand your responsibility to protect UW data

As a University of Washington (UW) employee, you may have access to UW information systems or come in contact with UW data. Access to UW information systems or the processing of UW data comes with responsibility, and the UW wants to make sure you are aware of those responsibilities. 

Check if you have already reviewed and accepted the Access and Use Agreement for UW Data and Information Systems.

Secure UW Zoom Data on Your Devices

Devices you use to access UW Zoom must be updated and maintained to protect UW data. 

Reporting Stolen or Lost Devices 

Devices used for purposes of UW activity (including mobile devices, laptops, tablets, and computers) must be reported when stolen or lost. This includes personally owned devices with access to UW data stored on them. 

Regularly Update Your Software

Devices used for purposes of UW activity (including mobile devices, laptops, tablets, and computers) must be regularly updated to maintain security protections. 

UW NetID Recovery and Resetting or Changing Your Password

Use a strong password and change your password on a regular basis. 

Use a Strong Passphrase on your Mobile Device

Ensure your mobile device has a strong, unique passphrase. Refer to Smartphone Configurations and Best Practices for specific recommendations.

Security Training

The UW Office of Information Security recommends the following trainings to maintain best security practices: 

Device Security for IT Administrators

IT Administrators should utilize mobile device management (MDM) functionality to manage and protect UW-owned devices with features such as the following:

  • Device encryption
  • Application allow-lists
  • Remote wipe

External Vendor Relationship Management

Service desks, departments, and individuals using external vendors to provide Zoom-related services should require security developments and other user protection safeguards in the contract for services. 

  • Where a vendor relationship is available, leverage regular communications to stay abreast of changes and updates to the Zoom application.
  • If there is feedback capability for suggested improvements or issue tracking, incorporate feedback communication to leverage feature requests toward more secure user experiences.
  • Require vendors provide security updates and patches to managed hardware, firmware, and software.