Create and store recordings of Zoom meetings

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Overview

At Indiana University, you can record your Zoom meetings and either save the recordings to a local storage device, or save them to the cloud using Kaltura. See below for information about creating and storing recordings of Zoom meetings.

If you want to record a Zoom meeting that uses breakout rooms, see Record a Zoom breakout room.

Important:

This UITS system or service meets certain requirements established in the HIPAA Security Rule thereby enabling its use for work involving data that contain protected health information (PHI). However, using this system or service does not fulfill your legal responsibilities for protecting the privacy and security of data that contain PHI. You may use this system or service for work involving data that contain PHI only if you institute additional administrative, physical, and technical safeguards that complement those UITS already has in place.

Zoom Health accounts do not allow cloud recordings. If you use a Zoom Health account, you can record Zoom meetings locally to your workstation. Once your recording is complete, follow HIPAA best practices for storing any recording that contains protected health information (PHI).

To request a new institutional storage account, fill out the Institutional storage request form.

At Indiana University, never store files containing sensitive institutional data, especially protected health information (PHI) regulated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), on your desktop workstation, laptop, USB flash drive, tablet, smartphone, or other mobile device unless the files are properly encrypted on the device, and your senior executive officer or the IU Institutional Review Board (IRB) has given prior written approval. Because PHI must remain encrypted at rest, make sure you are using full-disk encryption on any device that has research data containing PHI on it. If you are not sure, ask your department or school IT Pro for help.

For guidance on division of responsibility when using a UITS system approved for PHI, see Shared responsibility model for securing PHI on UITS systems.

Who can record meetings

By default, only the meeting host can record a Zoom meeting. However, the host can allow specific users to record the meeting through the Manage Participants panel.

Create a recording

From a desktop computer

To create a recording of a Zoom meeting:

  1. Enter the Zoom meeting room.
  2. Select Record and select either Record on this Computer or Record to the Cloud.

    Controls to pause or stop the recording will appear in the menu bar at the bottom of the meeting room:

    Zoom meeting pause/stop recording controls
  3. When you are finished recording, select Stop Recording. If you forget to do this, the recording will end when you exit the meeting room.
Notes on cloud recordings:
  • Once your meeting has ended, it will need to be processed in Zoom before it can be transferred to Kaltura. Depending on the length of the meeting, this may take some time. To check the status of your recording, log into zoom.iu.edu and select Recordings in the navigation menu.
  • At IU, Zoom cloud recordings are stored in Zoom for 120 days. Permanent copies are delivered to the university's media management system, Kaltura.
  • Depending on your personal settings, cloud recordings use either "Gallery" or "Active Speaker" views. To review or change these settings, see the steps for recording layouts.
Notes on local recordings:
  • Because files are stored on your local hard drive, you must have enough space available to store the recording.
  • Recording file sizes may be in Gigabytes.

From a videoconferencing room system

Videoconferencing room systems (such as Cisco or Tandberg) are unable to initiate local recordings. To make a local recording, the host must join separately from a Windows or Mac computer running the Zoom client software.

However, you can initiate a cloud (Kaltura) recording from a room system. To get started:

  1. Log into zoom.iu.edu.
  2. At the top left, select Profile.
  3. Find the "Host Key" line and select Show. Record or memorize this number.
  4. At the top left, select Meeting Settings.
  5. Find the "Recording" section and select Edit.
  6. Check the box for Cloud recording.
  7. Select Save Changes.

Once these settings are enabled, join your Zoom Meeting normally from the room system (see Connect to Zoom from a videoconferencing room). After joining, use the room system's handheld remote or touch panel to enter the commands below. On some room systems, you may need to press the pound key (#) before entering the commands.

  1. Press 1 (to open the command menu).
  2. Press 5 (to initiate the recording).
  3. Enter your host key from step 3 above.
  4. Press the pound key (#).

You should now see the red recording indicator at the top left of your Zoom meeting. To end the recording, hang up or press 1 and 5 again.

From a mobile device

You cannot use a mobile device to initiate a local recording of a Zoom meeting. However, you can initiate a cloud (Kaltura) recording from a mobile device; for instructions, see Recording on iOS/Android.

Access your recordings

Local recordings

When you record Zoom meetings locally, each meeting recording is saved on your desktop device to its own folder labeled with the date, time, and meeting name. By default, these folders are inside the Zoom folder, located inside the Documents folder on Windows, macOS, and Linux. For more about accessing your local recordings and changing the recording location, see Local Recording.

Recording file types

Meeting recordings consist of raw Zoom files, converted video files, and plain text chat logs; the chat recording and main meeting recording are separate. The easiest way to ensure that all parts of the meeting are backed up is to back up the recording folder itself.

Meeting recordings are converted from raw Zoom files to MP4 video files automatically. If your recording fails to convert, follow Zoom's instructions to retry conversion or open a ticket.

Back up local recordings

UITS recommends backing up recordings stored on your local computer to one of IU's file storage systems. You can also upload the converted MP4 video file to Kaltura. This is very convenient for sharing, but will not preserve the chat transcript.

Cloud recordings

To access cloud recordings, see Access and share Zoom recordings in Kaltura.

Choose recording layouts

You can choose a recording layout. Before recording a meeting or webinar, review your recording settings:

  1. Log into zoom.iu.edu.
  2. Select Settings, and then select the Recording tab.
  3. Make sure Cloud recording is toggled on, and then check one or both of the following:
    • Record active speaker with shared screen
    • Record gallery view with shared screen

You can browse examples of Zoom recording layouts. Note that local recordings always show a thumbnail gallery view with the shared screen.

To record an ASL interpreter, the host should spotlight the interpreter's video to ensure it is visible at all times. If viewing or recording in speaker view, the host may also wish to spotlight the presenter so that they are both visible.

This is document aoxg in the Knowledge Base.
Last modified on 2022-04-29 13:39:59.