This policy clarifies the intent and retention of Zoom cloud recordings. This is to ensure that the finite Zoom cloud storage remains available to users. Once the Zoom cloud recording storage is full there will be no more cloud recordings created.
This policy applies to the Luther Seminary Zoom cloud storage system.
Zoom cloud recording storage - this is space Zoom provides in their cloud for recordings created by Luther Seminary users.
Zoom local recording storage - this is storing recordings on the Zoom meeting host’s computer’s hard drive.
Classroom Zoom recordings - these are automatic recordings produced by the Zoom-enabled classrooms at the Seminary.
Personal Zoom recordings - these are recordings produced by a Zoom meeting host in their own meeting.
Panopto archive - Panopto is the Seminary's video management system that allows for archival of videos.
Classroom Zoom Recordings:
Classroom Zoom recordings will be immediately deleted from the Zoom cloud, automatically stored in Panopto, and archived after 6 months. Archived videos can be retrieved within 48 hours of receipt of the request. To request access to a historic recording, email helpdesk@luthersem.edu with as much detail on the room and time of the class.
Personal Zoom Recordings:
Personal Zoom recordings will be left in the cloud for current students and employees; people are encouraged to record locally on their computer when possible or connect their Zoom cloud recordings to Panopto. Instructions are posted here. Panopto videos will be archived after 13 months of inactivity.
During the Zoom account audit described in the Zoom Access Policy, alumni, withdrawn, or otherwise departed students' Zoom accounts will have their cloud recordings deleted and their ability to record in the cloud will be removed. Alumni still can record to their own computers.
Alumni Zoom accounts that existed prior to July 1, 2023 retain their recordings and ability to use cloud storage.
The Office of Technology may reach out to current students or employees with many cloud recordings to encourage them to download those to their computer to help free up Zoom cloud recording space.
Exceptions to this policy are decided by OOT management.
Revision | Change | Date |
1.0 | Initial Version | 12/1/2020 |
1.1 | Annual review | 2/6/2023 |
1.2 | Alumni recording cleanup added. Exception process added. | 6/22/2023 |
1.3 | Annual review | 1/30/2024 |
1.4 | Added Panopto references and general clean up as part of review. | 10/29/2024 |
1.5 | Annual review | 3/5/2025 |