Managing Zoom recordings for teaching

30

JUNE, 2021

Digital Tools
Good Practice
Teaching Online

Over the past year, Zoom has become an increasingly popular platform for online classes and seminars. Many of these are recorded so that students who could not attend can still benefit from the discussions and activities, or so they can be used for revision or in subsequent trimesters.

But is Zoom the best place to keep these recordings? Zoom storage is not unlimited, so if you need to keep recordings for an extended period, or if you make a lot of recordings, you should move them to DeakinAir.

The steps below will help you manage your class and seminar recordings and your Zoom storage.


1. Decide what you need to record

Not every seminar needs to be recorded. It is important to record classes, or other sessions in which you are delivering content.  This allows students who could not attend the live class to obtain the material, and ensures all students can revise the material.

Some seminars may need to be recorded for Cloud students who were not able to attend the live seminar but if you run multiple or repeat sessions, only one session needs to be recorded.

If your seminar involves lots of small group discussions, which won’t be picked up in the recording, you may prefer to record the start of the session, and then pause the recording until you summarise the discussions.

Think about what will provide the best learning experience for students relying on the recording. If you’re not sure what you need to record, contact your Faculty DLF Pod for advice.


2. Decide how long you need to keep recordings for

In most cases, you only need to keep recordings of classes and seminars for one year after they are no longer in use (i.e. one year after the end of semester/trimester).

If you plan to use the recordings in more than one semester/trimester – or if your course is subject to accreditation requirements that mandate longer storage periods – you should move the recording to DeakinAir. Once you have transferred your recording, delete it from Zoom.

If you are not sure whether you need to keep recordings for longer than one year, contact your Faculty Governance team or AHoS. You can also check out the Information and Records Services Sharepoint site to find out more about how long you should keep different types of information.


3. Clean up your existing recordings

Review your existing meeting recordings by logging into deakin.zoom.us and selecting ‘Recordings’ from the left-hand menu. In the desktop app, you can access this from the Meetings tab, by selecting ‘Recorded’.

Access this on zoom from the Meetings tab, by selecting ‘Recorded’.

Transfer any recordings you need to keep to DeakinAir and delete those you don’t need anymore.


4. Consider automating recording deletion dates

Zoom allows you to set recordings to automatically delete after a certain number of days. Once you know how long you need to keep your recordings for, you may like to set up automatic deletion so you don’t need to manually delete old recordings.

The auto-deletion applies to all your Cloud recordings, so think carefully so you don’t accidentally lose something you want or need to keep!

You’ll find this option under Settings > Recordings > Auto delete cloud recordings after days. Zoom will send you a notification email seven (7) days before a recording is deleted.


5. Keep an eye on how much storage you’re using

There are a relatively small number of individual Zoom users at Deakin who are using excessive amounts of Zoom storage and taking up a large proportion of Deakin’s storage quota.

Individuals will soon be limited to 10GB of Zoom storage, and your ability to record to the Cloud will be restricted if you exceed this limit.

You can check how much storage you’re using, and download and delete recordings, by logging into deakin.zoom.us. eSolutions are also scheduling email alerts to notify you when you approach your storage limit.

Further information

Contact your Faculty’s digital learning team for more information on managing your teaching recordings in Zoom.

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