Archiving settings for Zoom meetings and webinars

This post was most recently updated on July 28th, 2022

In the archiving settings, administrators can select which artifacts should be archived based on regulated users in their account as well as customize that disclaimer to be displayed for meetings that have regulated users present in them. A third-party application of the account administrator’s choice can be utilized to manage the archived data once it has been enabled in the account.

An archived meeting or webinar is triggered when a regulated user joins the meeting or webinar. All content that is presented in meetings, webinars, and breakout rooms can be archived by account owners and admins. As soon as a host or a regulated user joins a meeting or a webinar hosted by a regulated user, the meeting or webinar will start to be archived.

Various types of indicators are present to illustrate the fact that the meeting is being archived, as well as the type of artifacts that are being archived.

The following topics are covered in this article:

  • How to configure meeting and webinar archiving settings
    • Account
    • Group
  • How to customize the archiving disclaimer

Prerequisites for archiving settings for meetings and webinars

  • For your account to be able to archive meetings and breakout rooms, you will need to contact Support
  • A 3rd-party environment is needed in order to archive content (i.e. Zoom will not store the archiving content that is sent to the third-party environment).
  • Applications can be created for the Zoom App Marketplace (which might either be a new application or a copy of an existing application)
  • Ownership of the account or admin privileges on the account
  • Zoom desktop client
    • 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
  • VDI Client: 3.3.2 or higher
  • This is a web-based application
  • For conference rooms, Zoom Rooms are a good choice
    • PC: 5.7.0 or higher
    • macOS: 5.7.0 or higher
  • Zoom Rooms Controller
    • Android: 5.7.0 or higher
    • iOS: 5.7.0 or higher

How to configure meeting and webinar archiving settings

It is possible to configure archiving on an account and group level.

Account

All users in this account can be enabled or disabled for archiving meetings and webinars by using the following steps:

  1. As an administrator, you will be able to edit account settings through the Zoom web portal once you have logged in.
  2. You can access the Account Settings by clicking the Account Management button in the navigation menu.
  3. The Meeting tab will appear on the left side of the screen.
  4. When you click on the Archive meetings and webinars button under In Meeting (Advanced), you will see that
    It can be toggled on or off depending on whether you want it enabled or disabled.
  5. It is necessary to confirm the change by clicking Enable on the verification dialog box that appears.
  6. In order to enable the archive feature, you need to select what you want to archive:
    • When selecting what to archive, you will be given the option of choosing between Meetings, Webinars, and Meetings and Webinars for archiving.
      • Video and shared screens (.mp4): These are audio files and video files that contain all the video and audio feeds.
      • Audio (.m4a): This is a file that contains only audio.
      • Messages sent in in-meeting chat (.txt): Messages sent in the chat section of the webinar or in the meeting session.
        • Include direct messages: By enabling this function, participants will be able to send and receive private messages directly through the archiving agent.
        • Include sender’s email address (or a unique ID if the user has not signed in): This option allows the sender’s email address to be saved along with the chat session metadata in order to identify the sender in the future. It should be noted that if the participant does not have a Zoom account or is logged out, a unique ID will be used in place of their Zoom ID.
      • Captions and transcripts (.vtt): Including closed captioning and audio transcripts from a meeting, a VTT (Video Text Track) file is included in a VTT file. You can choose which content you want to be archived under the option Archive the following content:
      • Note: It is necessary to select at least one type of content in order for the archiving process to work.
  7. It is possible to choose a custom retention period for archived content under Set a custom retention period for archived content. It is set to 7 days by default.
  8. Depending on how the archiving agent fails, you have the option of selecting the following behavior if the meeting or webinar cannot be archived:
    • Participants can stay in the meeting and will receive a notification: It is active by default, which means that participants who are using the archiving agent will not be removed from the meeting if the agent fails.
    • Participants cannot join or stay in the meeting: If the archiving agent fails to archive a meeting, the participants who are using the agent will be removed from it and will not be able to join another meeting until it has been archived.
  9. Please click on the Save button to save the changes.
  10. It is also possible to customize the account’s archiving disclaimer (optional).
  11. Click the lock icon when you are ready to confirm the setting, and then click Lock once you are finished to prevent any other users from changing this setting.

Group

It is possible to configure a group of users so that Archive meetings and webinars will be enabled or disabled:

  1. If you are an administrator with the privilege of editing group settings, you need to sign in to the Zoom web portal.
  2. Click on User Management then click on Groups in the navigation menu.
  3. From the list of groups, click on the name of the group that applies to you.
  4. Click on the Meetings tab at the top of the page.
  5. You can find the Archive meetings and webinars option under the In Meeting (Advanced) menu
    To enable it, you will need to toggle the switch.
  6. To verify that the change has been made, click Enable if a verification dialog box appears.
  7. As soon as you have enabled it, you will need to select what you want to archive:
    • You can choose the type of archive you want to create by selecting either Meetings, Webinars, or Meetings and Webinars under Select what to archive.
      • Video and shared screens (.mp4): There is a file which contains all of the video feeds as well as the audio feeds.
      • The audio version of the file (.m4a) is as follows: This is a file that only contains audio.
      • Messages sent in in-meeting chat (.txt): During a webinar or meeting session, you will be able to view the chat messages in a text file.
        • Include direct messages: Using the archiving agent, participants are able to send or receive private messages when the option is enabled.
        • Include sender’s email address (or a unique ID if the user has not signed in): The email address of the sender will be saved in the chat session’s metadata if the button is enabled. There will be a unique ID assigned to the participant if the participant does not have a Zoom account or is not logged in.
      • Captions or transcripts (.vtt): In a VTT (Video Text Track) file, you will find closed captioning and an audio transcript of the meeting that were recorded during the meeting. Under Archive the following content, select what content you want to be archived:
      • Note: A minimum of one content type must be selected in order for archiving to be successful.
  8. By clicking the Save button, you will be able to save your changes.
  9. Click the lock icon to prevent this setting from being changed by all members of the group, and then click Lock to confirm the setting to prevent all members of the group changing it.

How to customize the archiving disclaimer

For each account or user group, administrators can customize the archiving disclaimer to include information such as terms and conditions regarding the archiving of records for the organization, as well as more information regarding what material the organization intends to archive.

  1. In order to edit the account settings, you will need to sign in to the Zoom web portal as an account owner or administrator.
  2. Select Account Management from the navigation menu, and then click Account Settings from the Account Management menu.
  3. Click on the Meetings tab on the left side of the screen.
  4. The Archive meetings and webinars option can be found under In Meeting (Advanced), so make sure that it is checked.
  5. You can customize your archiving disclaimer by clicking Customize Archiving Disclaimer.
  6. If you would like to customize the disclaimer for a specific language, you can select it in the top drop-down menu located at the top of your screen.
  7. Despite the fact that the basic message cannot be changed, the following details can be modified:
    • Title: The title of the disclaimer is the text that appears at the top of the document.
    • Additional body Text: A link is provided by default that provides information about archiving; however, this link can be customized to provide information on the archiving policies within your organization.
    • Link URL: Zoom’s archiving documentation is linked by default, but as you can see in the screenshot above, you can change the link to a page with your organization’s archiving policies or terms of service.
    • Link Text: It is the text used for the hyperlink which contains the link URL that is utilized for the hyperlink.
  8. Save the file by clicking on the Save button.