Archiving settings for meetings and webinars in zoom App

It is possible to control which artifacts should be archived for regulated users in their accounts through their account settings. Additionally, administrators can customize the disclaimers that display for meetings that have regulated users present. Administrators can choose to use a third-party application to manage the archived data on their accounts when the feature is enabled.

As soon as a user who is regulated joins a meeting or webinar, the archives are created. All content from meetings, webinars, and breakout rooms can be archived by account owners and administrators. Whenever a regulated user or a host joins a meeting, the meeting will start archiving.

The different types of indicators are used to indicate which artifacts are being archived and which meetings are being archived.

Prerequisites for archiving settings for meetings and webinars

• Contact Support to enable meeting and breakout room archiving for your account
• Need a 3rd-party environment to send content for archiving (i.e. Zoom will not store the archiving content)
• Zoom App Marketplace application (could be newly built or used from existing applications)
• Account owner or admin privileges
• Zoom desktop client
  • Windows: 5.6.0 or higher
  • macOS: 5.6.0 or higher
  • Linux: 5.6.0 or higher
• Zoom mobile app
  • Android: 5.6.0 or higher
  • iOS: 5.6.0 or higher
• VDI Client: 3.3.2 or higher
• Web Client
• Zoom Rooms for Conference Room
  • PC: 5.7.0 or higher
  • macOS: 5.7.0 or higher
• Zoom Rooms Controller
  • Android: 5.7.0 or higher
  • iOS: 5.7.0 or higher

How to configure meeting and webinar archiving settings

Account

All users in the account may archive meetings and webinars by enabling or disabling the following:

1. Edit account settings by logging in as an admin to Zoom’s web portal.
2. Choose Account Management and then Account Settings from the navigation menu.
3. Choose Meeting from the list.
4. In the In Meeting (Advanced) section of the page, click on the Archive meetings and webinars link
   on the left.
5. When the change is verified, click Enable in the confirmation dialog box.
6. Select the items you want to archive:
   • Archived Meetings, Webinars, and Meetings and Webinars are arranged under Select what to archive.
     • A video and audio file containing all audio and video feeds for a shared screen (.mp4).
     • A file only containing audio (.m4a).
     • Chat messages in a webinar or meeting (.txt): A text file containing messages sent during the meeting or webinar.
       • Participants using the archiving agent can send and receive private messages when this feature is enabled.
       • The sender’s email address (or a unique ID if the user is not logged in) is saved with the chat session’s metadata. When this option is enabled, the sender’s email address is saved with the chat session’s metadata. Alternatively, a unique ID can be used in the event that the participant has no Zoom account or is not logged in.
     • The transcripts and captions (.vtt) file type consists of both closed captions and audio transcripts generated from a VTT (Video Text Track) file. You can choose what content you want to archive from Archive the following content:
       Note:
     • At least one content type must be selected for archiving to work.
7. The Archive retention period can be set from 1 to 30 days under Custom Retention Period. Seven days is the default.
8. (Optional) Select the following behavior if an archival agent fails when a meeting or webinar cannot be archived:
   • The participants can stay in the meeting and the following notification will appear: Participants using the archiving agent will not be removed from the meeting if the archiving agent fails. This setting is enabled by default.
   • There is no way for participants to join or stay in the meeting: Users of the archiving agent will be removed from meetings if the agent fails to archive over, and will not be able to join meetings until the agent has been able to archive successfully.
9. Save the file.
10. Create a disclaimer tailored to the account regarding archiving.
11. The lock icon (optional) is used to immediately make this setting mandatory for all users in your account. If you wish to confirm this setting, click on the Lock icon, followed by Lock.

Group

Note:

Zoom has renamed the Group Management page to Groups if you created a new account after August 21, 2021, or your account is enabled with the New Admin Experience.

Activate or deactivate Archive meetings and webinars for a group of users by following the steps below:

1. Admins with permission to edit group settings should log into the Zoom web portal.
2. They should click User Management from the navigation menu, followed by Group Management.
3. Once the list of groups appears, they should select the correct group.
4. When the list of groups appears, click on Meeting.
5. Click the Archive meeting and webinar button under In Meeting (Advanced)
   and turn it on.
6. You need to click Enable to verify the change if a verification dialog box appears.

Note:

It is only possible to enable or disable archiving at the group level, but the account level has to be configured as well.

How to customize the archiving disclaimer

There is the option for administrators to customize the archive disclaimer for an account or a user group in order to include information on the organization’s terms and conditions regarding the archiving process, or to include more details of what the organization is archiving.

1. Sign into the Zoom web portal as an owner or administrator who has been granted permission to edit the account settings.
2. Go to the Account Management section of the menu, then click on Account Settings.
3. Select Meetings on the left hand side of the screen.
4. Ensure that Archive meetings and webinars is turned on under In Meetings (Advanced).
5. Click Create Custom Archives.
6. The drop-down menu at the top allows you to select the language you’d like to appear in the disclaimer.
7. It is possible to customize the following details, but the basic message cannot be changed:
   • The title of the disclaimer is the text that appears at the top of the page.
   • Text in the body is additional to the default information which includes a link that contains information regarding archiving, but can be customized to include information regarding the archiving policies of your organization.
   • Zoom’s archiving documentation is linked by default to the link provided, but the URL can be modified to link to another page containing your organization’s archiving policies or terms and conditions.
   • The link text is the text that appears in the hyperlink which corresponds to the URL of the link.
8. Save the link.