Table of Contents
Introduction
This outlines recent updates to Zoom cloud recording retention and AI transcription services at Kean University. These changes are part of the University’s ongoing commitment to protecting digital assets, safeguarding privacy, and optimizing Zoom cloud storage usage.
Purpose / When to Use This Solution
Use this article to understand:
- Changes to Zoom AI transcription services
- Updated retention periods for Zoom cloud recordings
- Required actions to retain Zoom recordings past the retention window
- Proper data protection and storage practices for Zoom recordings
Zoom Service Changes (Effective June 1, 2024)
Zoom AI Transcription Services Disabled
- Zoom AI transcription services (including third‑party tools such as Otter.ai or Read.ai) are disabled at the institutional level.
- This change supports privacy protections for the University community while using Zoom.
Zoom Cloud Recording Retention
- Zoom cloud recordings are retained for 180 days from the recording date.
- Recordings older than 180 days are automatically deleted from Zoom cloud storage.
Storage Optimization
- These updates help optimize the University’s allotted Zoom cloud storage to ensure availability for all users.
Common Issues & Troubleshooting (Optional)
Need Zoom AI Transcription Services?
Members of the University community who wish to use Zoom AI transcription services may submit a request through the IT Help Desk Portal.
Data Protection Guidelines
Live Class Recordings (FERPA)
- Do not reuse or share recordings that contain student names, images, or conversations with third‑party audiences.
Pre‑Recorded Lectures
- Transfer pre‑recorded lectures to Canvas Studio for secure, long‑term storage and student access.
Other Meeting Recordings
- Archive recordings only when specific data retention requirements exist.