Archiving for Zoom meetings and webinars

Archiving for meetings and webinars

It is a solution that automates the process of recording and archiving meeting and breakout room data such as video, audio, captions and transcripts, as well as in-meeting chat messages. These digital resources can be accessed and updated through a secure integration with a third party for compliance and archiving solutions. These solutions allow organizations to satisfy the compliance requirements of FINRA and other regulatory agencies.

In order to customize the archiving settings for meetings and webinars that you have set up, you need to go into the archiving settings menu.

Prerequisites for archiving meetings and webinars

  • Zoom Support has enabled Meeting Archive for your account and has provided instructions on how to use it
  • An archiving solution provided by a third-party vendor that is accessible as an application in the marketplace
  • for Zoom desktop clients
    • Windows: 5.6.0 or higher
    • macOS: 5.6.0 or higher
    • Linux: 5.6.0 or higher
  • Zoom mobile app
    • Android: 5.6.0 or higher
    • iOS: 5.6.0 or higher
  • For VDI Client: 3.3.2 or higher
  • For Web Client
  • For Zoom Rooms for Conference Room
    • PC: 5.7.0 or higher
    • macOS: 5.7.0 or higher
  • For Zoom Rooms Controller
    • Android: 5.7.0 or higher
    • iOS: 5.7.0 or higher

Note: The Zoom client will no longer permit users who do not update by November 1st, 2021 to at least version 5.6.0, to access Zoom Meetings that support archiving through the Zoom client.

The scope of the archiving of meetings and webinars

There are two products within Zoom Meetings and Zoom Webinars that are eligible to be archived through this solution (content from Zoom Phone and other products are not eligible for archival through this option).

The Meeting Archiving solution from Zoom is an automated way for meeting communications to be collected, stored and retrieved at a later date. By developing and deploying Marketplace apps, our solution requires vendor partners as well as our customers to make it possible for the archived communication to be retrieved through a set of APIs. A meeting or a webinar artifact can be archived for up to 30 days as long as it falls within the minimum and maximum retention periods.

General scope

Archived meetings and webinars hosted by users who are marked for compliance will be able to be accessed in the future. An archived meeting will be created when a user who is marked for compliance participates as a participant in any internal meeting.

If the user’s account is set up to archive audio, the audio of external meetings will also be archived if the user has audio archiving enabled on their account. Contact Zoom Support if you would like to enable audio archiving on external meetings.

Archiving scope for Zoom Meetings and Webinars

There will be access to meetings with enhanced encryption for the purpose of archiving, but there is no support for end-to-end encryption for the time being.

There will be archival information available on the following meeting:

  • Meeting metadata (required): The topic, date, time zone, duration of the meeting, meeting ID, unique identifier (UUID), and passcode will be included in the meeting details.
  • In-meeting chat messages (public and direct): There is a file in which the display name of the user, email address of the user (excluding guests), tag to distinguish direct chat from public chat, message string, and timestamp are all stored.
  • Audio: This is a standalone M4A file that contains only the audio.
  • Video: The file is a combination of audio and video in MP4 format, including screen shares, whiteboards, and annotations.
  • Captions and transcripts: There is a file called a VTT (Video Text Track) which contains closed captioning and an audio transcript, which is part of a meeting.

Note:After a regulated user joins a meeting, the meeting is archived automatically. When a regulated user joins a meeting hosted by a regulated user, the meeting will begin archiving the minute it is joined. In the event that a users who has a free/basic account are able to host a meeting, then their own members who have external archiving enabled will not be able to attend the meeting.

There is a variety of indicators that can be used to indicate whether the meeting is being archivalized as well as what artifacts are being archived.

Out-of-scope details

It is currently not possible to archive two-way conversations in waiting rooms due to the fact that they cannot be recorded.

The process of enabling archiving for an account

Please contact Zoom Support immediately if you would like Meeting Archiving enabled on your account. If you require Webinar Archiving to be enabled on your account, please contact Zoom Support immediately. The account will be enabled to archive documents if the request is approved.

Archival flow

There are three key components to Zoom’s archiving solution:

  1. Archiving agent: By connecting to the archiving engine, the archiving agent captures the meeting artifacts and the archiving engine stores those artifacts in accordance with the account policies in place. For each platform, we keep this data for a defined period of time on encrypted storage to provide third-party platforms with the ability to ingest through our API and archive accordingly.
  2. Marketplace application: Those customers, who are interested in archiving and retrieving data from Zoom, can utilize the marketplace application to capture and archive data. Using the marketplace applications currently available, customers can create their own applications that can be configured by account managers, or they can choose to use a marketplace application that is already available. On Zoom’s platform, APIs are available to ingest meeting artifacts that have been archived.
  3. Third-Party Platform: The meeting archiving content can be ingested by any vendor who has an open API ecosystem to ingest the proper content. This can also be done by the customers themselves through in-house solutions.

Note: As this solution is generic in nature, it can be considered as a potential option for archiving use cases across a variety of third-party platforms.

Archival process

In Zoom, archiving is done by following the process described below

  1. There is a Zoom App Marketplace where users can find, install, and configure archiving applications for their accounts.
  2. As soon as you enable archiving for a given account in account-level settings, Zoom’s archiving agent will automatically join meetings/webinars and collect information corresponding to that setting.
  3. Within Zoom’s cloud storage, the agent will preserve the archived files on behalf of the meeting for a certain period of time after the meeting ends. You can set the length of the subscription period from your account settings. It ranges from 1 to 30 days.
  4. Archived artifacts can be retrieved in two different ways starting with a quick searching.
    • Archiving APIs – Additionally, Zoom’s Archiving API can also be used by third-party applications to retrieve the metadata and the download URL of the archives that have been saved for a specific account or meeting ID.
    • Webhooks – You can sign up to receive a notification whenever Zoom’s Archiving Webhook alerts you of the availability of the archived files from the meetings/webinars that are associated with your account. This allows you to stay up-to-date when the archived files are available for download. If you would like to disable the webhook, please click here.
  5. By using a third-party platform, this information can be retrieved and be incorporated into the business logic for handling the data.

Developer guide

We will now look at how to capture meeting/webinar artifacts for archiving as well as a brief description of the types of meeting/webinar artifacts.

This section assumes the developer already has a basic understanding of how to develop an application for the Zoom marketplace platform. To understand Zoom API and webhook subscriptions in more detail, please refer to this document.

To ensure only customers and developers who intend to use the archiving webhook with archiving intent will be able to access it, we don’t publish the webhook on our marketplace. To make sure that the webhook can be accessed, please get in touch with Zoom support by giving them your application ID.

Note: An organization may wish to archive other in-meeting artifacts that are available through other APIs in order to comply with regulatory requirements. Polls, satisfaction surveys, and Q&A responses can all be considered artifacts of this kind of measurement.

EComm Artifact Method to achieve
real time public and private in-meeting chat Archiving API
Webinar Chat – public & private Archiving API
Closed Caption/Live Transcript API Designated API & Archiving API
Polls Polling API for online meetings and webinars 
Q&A (Webinar) Q&A API for webinars
Satisfaction Survey API for the dashboard
Feedback in the form of reactions and non-verbal cues (only for meetings) Archiving API
Whiteboard Archiving API – part of the video stream and separate file download
Annotation Archiving API  – part of the Video stream
feature in My Conference Rooms Archiving API

Archival APIs

Archives can be retrieved through archiving APIs and provide access to all meeting and webinar artefacts. Zoom allows you to see all of the archived files connected to a specific account as well as any artifacts linked to a certain meeting or webinar between two different timestamps.

In our marketplace, there is a section that gives you further information about the kinds of APIs Zoom provides for archiving. Click there to learn more.

Archival webhook

In our webhook, an event is triggered whenever the archived files from a webinar or meeting become available for downloading. An application for the marketplace needs to be configured so it can subscribe to this event, which can be done when the application is set up for the first time.

The Webhook Reference section of our Marketplace provides additional information about the webhook so you can learn more about this feature.

Archival account settings

Administrators of accounts can configure the archiving of contents for their accounts on the Account Settings page by specifying exactly which content they want their accounts to archive, as well as customizing the Archiving disclaimer for users within their accounts.

Note:Annotations on whiteboards are included in the video file as a part of the overall video file. It is possible to customize the archiving disclaimer in your account to notify users about this.

Disabling the Archiving feature

The archiving option for your account can be disabled at the account level by simply turning off and locking the option on the Account Settings Page for Archiving meetings and webinars.

Furthermore, by removing the scope from your marketplace application, or removing the Marketplace app or custom-made app that you have built within your Marketplace account, you may also disable the Archiving API.