Zoom Workgroup Activities: Cloud Recordings Management

Workgroup Members:

Allen Lin

Zoom Admin / Classified

Gerard Layug

Classified Manager

Jennifer Kienzle

Administrator

Alex Hosmer

Classified

Richard Velasquez

Classified

Michele Alaniz

Faculty

Background

• In December 2021, the Technology Committee recommended the Zoom Recording

Deletion Process, which required an autodeletion of Zoom cloud recordings and a

deletion schedule of already existing recordings.

• CCSF manages its own Zoom account (managed in the Office of Online Learning and

Educational Technology) and needs to delete and create a deletion process for cloud

based recordings.

• Academic Senate, Classified Senate, and Deans and Chairs have been notified of the

Zoom recordings deletion process (in Spring 2022) and questions have been answered.

• Tech Committee recommended as of December 2022:

o Delete ALL recordings created prior to January 1, 2023 by or on June 1, 2023.

o Place all future recordings on an annual autodeletion.

• Zoom Admin recommends:

o Set ALL videos to a 365 day deletion period on June 1, 2023. Recordings older

than 365 days will have 1 day set before deleting. Deleted recordings will be

recoverable from Trash for 30 days.

o Users can check the exact days until deletion for each cloud recording in their

Zoom account.

Next Proposed Action Steps as of January 2023

• When PGC is informed and recommends, we can execute the technology committee’s

recommended deletion process and work with the technology committee on a

communication plan to all CCSF employees in Spring 2023 about the Zoom recording

deletion process.

Notes Section:

Below are working notes of what the workgroup has worked on.

Zoom Workgroup Actions and Suggestions

Goal

Workgroup Actions and

Suggestions

Who works on it?

Identify the resources that

classified, and

administrators need to

move their Zoom

recordings to a more

permanent platform.

Faculty have existing resources for

moving their cloud recordings to a

different space.

What do admin and classified

need?

Alex and Richard

Redo the deletion

schedule since the

previously proposed dates

have passed.

The issue with setting a schedule is

it takes time for

committees/groups to review this

plan and dates might be rapidly

approaching or already pass by the

time this plan gets approved for

implementation.

Actions

1. Delete ALL recordings prior to

January 1, 2023 by or on June

1, 2023.

2. Place all recordings created

after January 1, 2023 to an

annual autodeletion.

Propose an autodeletion

of annual rather than

semesterly to align with

the state.

Does the workgroup agree with

this?

Allen will contact support

to see if setting an

autodeletion would

delete all recordings prior

to the autodeletion

setting.

For example, if we set a 1

year deletion timespan,

would recordings older

than a year be

automatically deleted?

Workgroup agrees to

annual

Create a communication

plan to communicate to all

employee groups about

Zoom cloud recording

deletion schedule.

All employee messages from IT

Academic Senate message

All faculty messages

Deans and Chairs

Classified senate?

Who sends the message?

Jen can start messaging

below

Complete

Send the deletion

schedule, resources,

autodeletion date, and

other pertinent

information to the

following groups:

• Academic Senate

or DLAC

• Classified Senate

• Deans & Chairs

• Technology

Committee for

Final

Recommendation

Are we missing any groups?

Jen can be the liaison on behalf of

the workgroup for each of these

groups.

Notes from 9/1/2022

• Delete all recordings first and then set up autodeletion (Allen checking on setting)

• What service allows staff/admin move cloud recordings over to a public viewing

platform?

o Gerard will check on an MS platform that allows for a permission change for

public viewing. Gerard checked and MS platform not suitable for long term

streaming.

o Potential idea is to allow for an exception for some admin and classified through

a helpdesk ticket.

o YouTube could be a good idea. YouTube not agreed on.

• Who sends the message? IT or OLET? Message on behalf of IT and OLET.

Communication Plan

Message to All Employees: Zoom Cloud Recordings Deletion Schedule

Who: All Employees

What: Zoom Cloud Recordings will be deleted and an autodeletion setting will be placed on all

Zoom accounts.

When: Zoom Cloud Recordings created prior to January 1, 2023 will be deleted on June 1, 2023.

All Zoom Cloud Recordings created on or after January 1, 2023 will be set to an autodeletion of

one year after the recording is created (e.g., Cloud Recording created on January 2, 2023 will

be automatically deleted on January 3, 2024).

Why: Zoom is not intended for long term storage of videos.

Resources for Managing Zoom Cloud Recordings

Employees are encouraged to save Zoom Cloud Recordings to an external hard drive or to

OneDrive if they wish to save the recording for long term usage.

Faculty have different cloud-based options for storing recordings long term:

Managing Zoom Recordings Module (For Faculty):

https://ccsf.instructure.com/courses/39902/modules/394986 (tinyurl.com/myzoomrecordings)