U of T implements Zoom cloud recordings retention protocol

The University of Toronto (U of T) is implementing a 365-day retention policy on Zoom recordings video-conferencing and webinar service that may affect your existing recordings saved to the Zoom cloud.

All recordings saved to the Zoom cloud prior to July 5, 2021, will be automatically deleted on July 5, 2022. At the same time, an ongoing 365-day retention policy will be implemented for new Zoom Cloud recordings. Recordings created after July 5, 2022, will only be held on the Zoom Cloud for 365 calendar days prior to subsequent deletion.

Current users who want to preserve older Zoom recordings for future use should download their content from the Zoom cloud onto alternate storage. This can include local or network storage, Microsoft (MS) OneDrive, MS Stream or MyMedia.

View the Academic Collaborative Technologies site for more information.

To access recordings on Zoom Cloud:

Sign into your Zoom web portal.

Go to the University of Toronto Zoom Portal from a web browser (https://utoronto.zoom.us) and sign in with your UTORID and password.
You can also use the Zoom desktop application to access the tool.
1. Open https://utoronto.zoom.us) or open Zoom. on a desktop application, if downloaded.
2. Select Log in to Zoom.
3. If using the desktop application, select the Sign in with SSO button.
4. Ensure that zoom.us appears in the Your company domain box and click Continue.
5. Log in with your UTORid and password.
Select Recordings in the navigation menu, then Cloud Recordings.
Select a recording under Topics.
To download all the files associated with recording select Download > More. You will be able to download all of these files:
- Shared screen with speaker view: MP4 file with audio and video showing both active speaker view and shared content (recommended format to use).
- Speaker view: MP4 file with audio and video showing the active speaker view only.
- Shared Screen: MP4 file with audio and video showing the shared screen only.
- Audio only: M4A file with a recording of the audio.
- Audio transcript: VTT file with a transcript of the audio only.
- Closed Caption File: can be uploaded to a hosting option to provide closed captions.
To download individual files, select the recording name.
You will see the option to download the following files. See the chart, underneath for details on each type of downloadable file.

Zoom Picture1.png

File Types

	File Type	Details
	Shared Screen with Speaker View 1280x1024 .mp4	RECOMMENDED FORMAT TO SHARE. MP4 file with audio and video showing active speaker view and shared content.
	Speaker View _avo_640x360.mp4	Speaker view. MP4 file with audio and video showing active speaker view only.
	Audio Transcript .transcript.vtt	Audio Transcript with the speaker name. VTT file with a transcript of the audio only.
	Shared Screen _as_1280x1024.mp4	MP4 file with audio and video showing shared screen only.
	Audio Only .M4a	Audio only – no video. M4A file with a recording of the audio.
	Closed Caption .cc .vtt	Closed Caption – no speaker name.

Hover over a file name and click the down arrow beside a file to download to your computer. Downloaded the Shared Screen with Speaker View That gets you both the active speaker view and shared content. We recommend using the Shared screen with Speaker View and Closed Caption files to save your work to one of our hosting options, MyMedia or MS Stream.

Hosting Options

The University of Toronto supports two media hosting sites: My Media and MS Stream. Please refer to Video Hosting and Sharing for more information.

Zoom Cloud recordings can be download it to MyMedia, MS Stream, or saved to your local computer if you wish to retain your recording within 120 days.

Accessibility

If Zoom meetings or webinars are recorded and saved to the cloud, Zoom can generate captions for the archived recordings. Therefore, the recommended practice would be to download the MP4 files and VTT file from Zoom Cloud to your computer and then upload to one of media hosting sites—My Media or MS Stream—that is supported by University of Toronto. This allows you to share recordings with captions.

Additional resources

Quercus Support Resources: Zoom
https://q.utoronto.ca/courses/46670/pages/zoom