Video conferencing platforms like Zoom, GoToMeeting, and Skype have made it much easier for us all to work remotely and still foster a feeling of connection to our colleagues and students. However, we must be mindful of how we apply this new technology to our daily work. One of the concerns surrounding virtual meetings is the temptation to record the event. Below are some important issues and solutions to consider before you commit to hitting record:
- When you record meetings, you are creating a record that may be released if requested under the Washington State Public Records Act or under Federal FOIA.
- Like any other record, meeting recordings must be retained for the legally approved retention period, which, depending on content, can be as long as six years.
- Content in video conferencing platforms is not easily accessible. This type of software does not provide good naming capabilities and can be very difficult to search. When faced with a need to retrieve information, this lack of searchability adds to the burden on departments and creates additional liability for the University.
- Zoom and other video conferencing programs are not record repositories. While UW-IT provides these tools, they are not responsible for ensuring the legally approved retention period is met. Recordings stored in the Zoom cloud will be deleted automatically 90 days after the meeting is recorded. Deleted recordings are moved to Zoom Trash, where they are stored for 30 days and can be retrieved during this time. After that point recordings are no longer accessible. It is your office’s responsibility to ensure that any recordings with requirements for retention are saved to another location where they can be found, opened, and viewed for their full retention period.
When hosting a meeting, consider whether you need to record and why. If you have not previously recorded similar meetings, don't record just because you can. Recording without a specific reason is not worth the extra liability and risk to the University and your office. This risk includes the possibility of public interpretation or misinterpretation of any verbal exchange at the meeting.
Notice & Consent
When recordings include students or members of the public, as much as possible, it is always a good practice to get consent from all of the participants or, at a minimum, put attendees on notice that the event is being recorded. See the UW Privacy Office’s Best Practice for Online Conferencing for more information regarding consent and privacy.
Applying Retention to Recordings
The versatility of platforms like Zoom and Teams allows us to hold online meetings for a variety of different workplace purposes. It is the function and content of a recorded meeting which determines how long the recording must be retained. Below are some common examples with links to the University General Records Retention Schedule.
- Drafts - If you use the recording to later transcribe minutes that highlight decisions and conclusions from your meeting, the recording can be considered a draft and should be deleted once the minutes are completed and saved.
- Scheduled Office Meetings – retain for 6 years after the end of the calendar year then delete.
- Graduations & Other Events – retain for 6 years after the end of the calendar year then transfer the recording to University Archives.
- Formal Report Outs – retain for 3 years after the end of the reporting period then delete.
- Student Interactions – retention varies (See the General Records Retention Schedule entry for more detail).
- Monitoring Work / Check-in Meetings – retain until reference purpose served then delete.
- Individual and Team Brainstorming and Collaboration – retain until reference purpose served then delete.
Saving a Recording
If you need to retain your recording for longer than 90 days:
Transfer the recording to an enduring, shared location (such as a departmental network drive or OneDrive). Organize recordings into folders by type of meeting. Include the event/meeting name and date in the file/subfolder name so that the recording can be found, if needed, as well as identified for deletion once the appropriate retention period is up. Apply retention and delete recordings (at least) annually using the date information included in the file/folder name.
Suggested file naming conventions include:
Please contact Records Management Services for more information given your particular situation.