Zoom Cloud Recordings & Automated Deletion

The following message is relevant for anyone using a University Zoom account and recording meetings to the Zoom cloud.

We are writing today to let you know that William Paterson needs to implement a Zoom recording retention policy as a proactive measure to ensure that we do not reach the recording storage limit on the University’s Zoom license.

How will the retention policy work?
We are currently using approximately 60% of our storage allocation. To prevent reaching (or exceeding) this limit, recordings saved in the Zoom cloud will be automatically scheduled for deletion 365 days after the date they were originally recorded. You will receive automated email notifications from Zoom 7 days before a Zoom cloud recording associated with your account is scheduled for deletion.

We are currently using a 500 day retention timeframe, which roughly coincides with the start of the university’s Zoom license. To create a smooth transition, this retention window will gradually be lowered to a 365 day retention limit. This will start on September 20th and take place over the course of a few weeks.

What if I want to keep recordings?
If you have any recordings that you would like to keep for future use, the best way to save your recordings is to download them and then upload them to YuJa. Recordings saved in YuJa will not be deleted. To learn how to upload recordings to YuJa, please visit the Yuja article in our ITwiki by going to www.wpunj.edu/itwiki and searching for "YuJa." If you need assistance with Yuja, please create an IT Helpdesk ticket at www.wpunj.edu/heldesk with the Request Type of Yuja.

Please let IT know if you have any questions about the Zoom recording retention by creating a Helpdesk ticket with the Request Type of Software -> Web Conference Tools Zoom/Webex/Teams.

Thank you for your understanding.

Sincerely,
Gamin Bartle and Brian Fanning
Information Technology