Zoom Recordings

Zoom Recordings
NOTE: The Zoom cloud storage space should NOT be relied on for long-term storage and use/sharing of recordings, especially recordings that are meant for public viewing! Instead, these recordings should be copied to other platforms that are better suited for such purposes (e.g. Box, OneDrive, Canvas) and shared from there as needed. See the "Migration and Long-Term Storage" section below.

Overview

Meeting schedulers can choose to have recording start automatically when a meeting begins. Hosts and co-hosts may also initiate recording from within the meeting room itself.

By default, the Tufts Zoom service will also automatically transcribe meetings that are recorded to the cloud, providing users with captioned playback. (Note: This works best with clear, high-quality audio.)

This page contains basic information about ways to record meetings and access those recordings. For more detailed information, visit the following Zoom Help Center pages:

For Tufts faculty who plan to use Zoom for distance teaching and learning, please also refer to Education Technology's Teaching with Zoom guide.

If you are the host of a meeting, you can start, pause, and stop recording at any time.

  1. Click the Record button in the bottom toolbar.Record button
  2. Select whether you would like the recording to be saved to your computer or to Zoom’s cloud storage space.Choosing where to record
  3. After recording has started, buttons will appear in the bottom toolbar to pause/stop the recording.Pause or Stop Recording
  4. If you chose to record to your local computer, the audio and video files will be processed and stored to your computer when you end the meeting. If you recorded to the cloud, you will receive email notifications when the audio/video files and meeting transcripts are ready.

Depending on whether your recordings were stored to your local device or to Zoom’s cloud storage space, they will be accessed in different ways. Direction for both are provided below.

NOTE: If you plan to download and keep recordings for long-term use, refer to Migration and Long-Term Storage section below!

 

Cloud Recordings

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click the Sign in button.
  3. Select the Recordings page in the left-hand menu.Accessing the Recordings page
  4. Select the Cloud Recordings tab toward the top of the page.
  5. A list of recordings stored to the cloud will be displayed, with options to:
    • View recording files and details
    • Share
    • Download
    • Deletecloud recording options on Tufts Zoom website

 

Local Recordings

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click the Sign in button.
  3. Select the Recordings page in the left-hand menu.Accessing the Recordings page
  4. Select the Local Recordings tab toward the top of the page.
  5. A list of locally stored meeting recordings will be displayed, along with which computer they were stored to and the location of the recording files. The recording files can be managed and deleted from those locations.Local Recordings page

Deleted cloud recording files go to the Trash, where they live for 30 days. During that 30-day period, you can go into the Trash and recover them or permanently delete them manually. After the 30-day period, deleted files are permanently deleted from the Trash automatically.

Deleting Cloud Recordings

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click the Sign in button.
  3. Select the Recordings page in the left-hand menu.Accessing the Recordings page
  4. Select the Cloud Recordings tab toward the top of the page.
  5. Find the recording.
  6. Click on the Options button and select Delete.Deleting a recording
  7. A warning message may appear. If so, click Move to Trash to confirm.confirming move to trash
  8. Deleted files will go to the Trash folder and live there for 30 days. During that 30-day period, you can go into the Trash and recover them or permanently delete them manually. After the 30-day period, deleted files are permanently deleted from the Trash automatically.

 

Recovering Deleted Recordings from the Trash

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click the Sign in button.
  3. Select the Recordings page in the left-hand menu.Accessing the Recordings page
  4. Select the Cloud Recordings tab toward the top of the page.
  5. Select Trash toward the top of the page.Opening the Trash
  6. To recover a recording, click the Recover button. You can also recover multiple recordings at once by checking the boxes to the left of them and then selecting Recover toward the top of the page.Recovering recordings from the Trash
  7. Recovered files will then move out of the Trash and back to the regular cloud recordings section.

Hosts and co-hosts may give recording privileges to meeting participants once the meeting has started.

  1. Click the Participants button in the bottom toolbar to open the Participants panel.Participant button
  2. In the Participants panel, find the participant you wish to give recording privileges to.
  3. Move your mouse over the participant, click the More button, and select Allow Record.Giving recording privileges to a participant
  4. To take away a participant’s ability to record, repeat this process and select Forbid Record.Taking away a participant's recording privileges

Migration and Long-Term Storage

This section contains guidance on migrating Zoom cloud recording files to other locations (Box or Microsoft OneDrive) for long-term storage. This guidance is specifically geared toward recordings that were NOT generated for teaching or research purposes.

General notes:

  • Do not migrate ALL of your Zoom recording files. Only migrate files that are expiring soon that you will still need in the future.
    • Don’t forget to migrate any automatically generated transcripts you might need as well!
  • When migrating files associated with a meeting (e.g. recording, transcript, etc.), Zoom handles each file individually. They do NOT migrate together in a folder.
  • Migrate recording files in batches. Trying to migrate too much all at once could cause the process to time out and fail.
  • Be patient! The download/upload processes can take a while, especially if you are dealing with large files.
  • Confirm you can view your video in the new location.
  • If necessary later, you can transfer ownership of folders with recording files to someone else. This is particularly important if you will be leaving Tufts and the recording(s) need to be used by others after your departure.

If you require long-term storage of teaching or research recordings, please refer to the appropriate resources:

See: How can I migrate TEACHING-related Zoom recordings?

See: How can I migrate RESEARCH-related Zoom recordings?

If you are generating data for official research purposes, you should already have dedicated storage locations outlined in your grant proposals and other such documents. Please refer to those documents for guidance. For additional information, please visit: Data Storage for Research.

Additionally, be sure to follow all appropriate guidelines (HIPAA, etc.) for use of this data, including access, sharing, and retention.

The Zoom cloud storage space should NOT be relied on for long-term storage and use/sharing of recordings, especially recordings that are meant for public viewing! Instead, these recordings should be copied to other platforms that are better suited for such purposes (e.g. Box, OneDrive, Canvas) and shared from there as needed.

If you've already shared recordings directly from the Zoom cloud storage space (e.g. direct invites or available via hyperlink or embedded on a website), you will need to re-share after migrating the content to its new location.

Follow the directions below to create a .CSV report of the recordings you have in the Zoom cloud storage space. The report can be opened in Excel, contains helpful details (recording dates, views, downloads, last-access dates, etc.), and can be edited and used as a reference.

  1. Log in to the Tufts Zoom website with your Tufts credentials.
  2. Select the Recordings page in the left-hand menu.
  3. Click the Export button toward the top right of the page.Option to export report
  4. Processing will begin. Be patient, this may take a minute. When processing is complete, a .CSV report will be made available for you to download. Download the report.
  5. Open the report in Microsoft Excel.Example of a recording report being viewed in Excel
  6. Review the report and make note of any recordings you want to migrate. You may want to:
    • Highlight recordings that you intend to save.
    • Create a new column called “Saved” (or something similar) where you track files you have already migrated to another storage location.
  1.  Log in to the Tufts Zoom website with your Tufts credentials.
  2. Select the Recordings page in the left-hand menu.
  3. Find the recording and click on it.List of Zoom cloud recordings
  4. Click the appropriate button to download ALL of the recording files or individual files as needed. Make a note of where you are downloading the files to.Options to download all or select recording files
  5. Make a note of where you are saving the files to! If your browser doesn’t ask you to choose a destination, they may be saving to your computer’s Downloads folder automatically.selecting a destination for downloads

Both Box and Microsoft OneDrive are viable destinations for migrated Zoom cloud recordings. Both are intended for personal file storage and have options for sharing content with others. One important difference between the two is that the OneDrive has a more robust video management and playback experience, including custom thumbnails, transcript management, video chapters, and more.

Side-by-side images of Box and OneDrive

 

  1. Log in to the Tufts Box website with your Tufts credentials.
  2. Navigate to the folder you want to save the recording file(s) to.
  3. Once you are in the correct folder, click the New button and select File Upload.Option to upload content on the Box website
  4. A file manager window should appear. Select the file(s) to be uploaded and click Open.selecting files to upload
  5. The upload process will begin and a progress meter will appear toward the bottom of the page. Do not close this browser tab or navigate away from the page until the upload is complete.Box upload progress
  6. Once you are sure the files have uploaded successfully, you can delete the LOCAL copies from your computer to clear up space.
  1. Log in to the Microsoft OneDrive website with your Tufts credentials.
  2. Select My Files in the left-hand navigation menu.My files option on OneDrive website
  3. Navigate to the folder you want to save the recording file(s) to.
  4. Once you are in the correct folder, click the Add new button and select Files Upload.Upload option on OneDrive website
  5. A file manager window should appear. Select the file(s) to be uploaded and click Open.selecting files to upload
  6. The upload process will begin. Do not close this browser tab or navigate away from the page until the upload is complete.OneDrive upload progress
  7. Once you are sure the files have uploaded successfully, you can delete the LOCAL copies from your computer to clear up space.