In an ongoing commitment to safeguard our digital assets and enhance the digital experience for the Kean community, we wish to bring attention to a technology update that could affect your interactions with Zoom.
Effective June 1st, 2024, Zoom AI Transcription Services will be turned off at an institutional level and the retention period for Zoom cloud recordings will change. Here are the key points:
- Zoom AI Transcription Services will be disabled: Zoom AI Services (such as Otter.ai or Read.ai) will be disabled at an institutional level to maintain the privacy of the University community while using the Zoom service.
- Retention Period: Zoom cloud recordings will now be retained for 180 days from the recording date. Any recordings older than this period will be automatically deleted from Zoom’s cloud storage service.
- Optimizing Storage Space: This change aims to optimize our allotted Zoom cloud storage space, ensuring efficient usage for all students, faculty, and staff.
Next Steps:
- Members of the university community interested in utilizing Zoom AI Transcription services can submit a service request through our Help Desk Portal.
- July 1, 2024: All Zoom Cloud recordings created before January 2, 2024, will be automatically deleted. If you have any recordings from that period that you wish to retain, please take action before this date using our documentation to Manage and Archive Zoom Cloud Recordings.
- Starting July 2, 2024: An automated daily process will delete Zoom recordings older than 180 days. Be mindful of this timeline when accessing or managing your recordings.
Data Protection Guidelines:
- Live Class Recordings (FERPA): If your recordings contain student names, images, or conversations, please refrain from reusing or sharing them with third-party audiences.
- Pre-recorded Lectures: Consider moving pre-recorded lectures to Canvas Studio, where they can be securely stored and accessed.
- Other Meeting Recordings: Archive meeting recordings only if specific data retention requirements exist.
We appreciate your cooperation in this transition. If you have any questions or need assistance, feel free to reach out to our OCIS Help Desk at (908) 737-6000.