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Important Notice:

Starting Monday, September 20, 2021,Zoom will be set to auto-delete any cloud recordings older than 180 days (prior to March 24, 2021). This change impacts all recordings made on Drew’s Zoom account.  

This summer Drew has added Kaltura as the University’s video repository platform. As of August 18, 2021, all Zoom cloud recordings will be available in your Kaltura MediaSpace account and in your My Media and Media Gallery section of Moodle. 

Overview

• On September 20th, all Zoom Cloud recordings that are older than 180 days and associated with all Drew Zoom accounts will be deleted and moved to Zoom Trash.

• We are currently over our allotment of Zoom Cloud Recording storage space by 3TB and it is costing the University extra budget resources to maintain that storage. 

• Once files have reached 181 days old they will remain in Zoom Trash for 30 days where they can be recovered.

• After 30 days in Zoom trash, recordings will be permanently deleted.

• Going forward, all recordings that are 181 days old will be deleted.

• If you’d like to be proactive, here is a how to video on Deleting Zoom Recordings

What about previous semesters’ class recordings, can I reuse them?

Under the federal Family Education Rights and Privacy Act (FERPA), this situation must be treated as if the recordings were being shown to a third-party audience which requires FERPA compliance through use of consents from identifiable students or by editing out those students from the video. If the faculty member recorded just themselves sharing a presentation and lecturing, that can be reused. But if there is anything that identifies a student by video, picture or name that would not be reusable according to FERPA.

How to edit class recordings from previous semesters to remove identifiable student information with Screencastify. 

Using Screencastify, you can edit Zoom Cloud Recordings to remove student images and names from the recordings. 

• How to add Screencastify to Google Chrome. 

• How to use Blur tool in Screencastify If you have Zoom recordings from previous semesters this video will show you how to add the Blur effect so you can remove the images and names of students from the recording. 

Course Recordings from Aug 17, 2021 to the present. 

If you are teaching courses that started on August 30th 2021, our Zoom account is now integrated with our Kaltura platform. Your  Zoomrecordings are automatically transferred to your  My Media and Media Gallery section of Moodle via Kaltura. Videos will also appear in your Mediaspace portal at https://drew.mediaspace.kaltura.com/  Login using your Drew username and password. 

How to Preserve Cloud Recordings

All instructors are encouraged to use the Kaltura/Zoom integration in Moodle.  The integration will automatically transfer your Zoom recordings to Moodle so they can be made available to students and not subject to the 180 day retention limit. Watch this video on how to publish Zoom recordings in Moode. Old recordings that need to be retained for over 180 days should be downloaded from Zoom and uploaded to other systems.  Here’s what we recommend:

• Recordings used for teaching that does not contain student names or information should be moved to the Kaltura video system and made available to students through Moodle

• Recordings that need to be shared with specific collaborators can be uploaded to Google Drive 

How to Download Zoom Cloud Recordings

1. In a web browser, navigate to drew.zoom.us, and select the Sign in button to login using your Drew username and password.

2. In the navigation menu, click Recordings then Cloud Recordings

3. Find the recording you want to view (adjust the date range and use search, if necessary) and click the topic name.

4. Click on ⤓ Download (x files) button to download all the recordings' files OR hold your mouse over one of the files below (e.g., Shared screen with speaker view, Audio only) and click the ⤓ download button to download just the file. Please note that recordings over 1GB in size are going to quickly take up space on your hard drive. We recommend being very selective about the recordings you are deciding to keep. 

Note: If you see several groups of recordings (Recording 1, Recording 2) during the Zoom Meeting, the recording was started then stopped then started again.

To recover recordings that have been moved into your trash bin, follow the instructions below.

How to Recover Recordings from Zoom Trash

• Deleted recordings are held in your Drew Zoom trash bin for 30 days.  During this period you can recover recordings from the Trash and download them. 

• After 30 days in Trash, recordings will be permanently deleted.

If you have questions or need assistance please feel free to reach out.

• Open a help request

• Schedule a consultation (click on Zoom Support and Video Calls)