Important Notice:

Starting Wednesday, January 20, 2021, Penn Zoom will auto-delete cloud recordings older than 120 days  per University Policy. This change impacts all recordings made on Penn Zoom.


Overview

  • On January 20, all cloud recordings associated with your personal Penn Zoom account that were created before September 20, 2020 will be deleted and moved to Zoom Trash.

  • Files will remain in Zoom Trash for 30 days where they can be recovered.

  • After 30 days, recordings will be permanently deleted.

  • Going forward, all recordings that are 121 days old will be deleted.

Exception: Course Recordings Using Canvas/Zoom Integration

  • If you are teaching courses, use the Canvas/Zoom integration where Zoom recordings are automatically transferred to your Class Recordings tool with no additional action required by you.


How to Preserve Cloud Recordings

  • All instructors are encouraged to use the Zoom integration in Canvas.  The integration will automatically transfer your Zoom recordings to Canvas so they will be available to students and not subject to the 120 day retention limit.


  • Recordings that need to be retained for over 120 days should be downloaded from Zoom and uploaded to other systems.  Here’s what we recommend:


  • Recordings used for teaching should be moved to the Panopto video system and made available to students through Canvas
  • Recordings that need to be shared with specific collaborators can be uploaded to PennBox, Google Drive, DropBox or other file sharing systems
  • Recordings intended for public viewing can be posted to YouTube, Vimeo or other video services intended for broad audiences



How to Download Cloud Recordings

  1. In a web browser, navigate to upenn.zoom.us, and select the Sign in button to login using your PennKey.
  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.


Note: If your meeting has not finished converting, the recording will show in the list with a Processing Recording label; try again later.



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.


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


For more information on managing Penn Zoom Recordings, see PennZoom Cloud Recording Management.


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




How to Recover Recordings from Zoom Trash


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


  • Penn will have a backup of all Zoom cloud recordings created prior to 1/20/21 and GSE-IT will be able to help recover them, if urgently needed.



Get Help


Special thanks to SAS Computing and Technology@Wharton for sharing their documentation