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Configuring archiving settings for meetings and webinars Follow

The account settings for archiving allow administrators to control which artifacts should be archived for regulated users in their account as well as customize the disclaimers for meetings where regulated users are present. Once enabled, account administrators can manage the archived data through a third-party application of their choice.

Note: Breakout Rooms, Meeting Reactions, and direct in-meeting chat messages sent within Webinars are currently not supported for archiving. Currently, archiving is only supported for internal meetings hosted by users within your account.

Learn more about how to set up the meeting and webinar archiving feature.

This article covers:

Prerequisites for configuring archiving settings

  • Contact support to enable meeting archiving for your account
  • Need a 3rd party environment to send content for archiving (i.e. Zoom will not store the archiving content)
  • Need a marketplace application (could be newly built or used from existing applications)
  • Account owner or admin privileges
  • Zoom desktop client
    • Windows: 5.4.0 or higher
    • macOS: 5.4.0 or higher
    • Linux: 5.4.0 or higher
  • Zoom mobile app
    • Android: 5.4.0 or higher
    • iOS: 5.4.0 or higher

How to configure meeting and webinar archiving settings

Account

To enable Archive meetings and webinars for all users in the account:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Meeting tab.
  4. Under In Meeting (Advanced), click the Archive meetings and webinars
    toggle to enable it.
  5. If a verification dialog box appears, click Enable to verify the change.
  6. Once enabled, choose what to archive:
    • Under Select what to archive, choose whether to archive Meetings, Webinars, or Meetings and Webinars.
    • Under Archive the following content, select what content you want to be archived:
      • Video and shared screens (.mp4): An audio and video file containing all video and audio feeds.
      • Audio (.m4a): An audio-only file.
      • Messages sent in in-meeting chat (.txt): A text file with chat messages in the webinar or meeting session.
        • Include direct messages: When enabled, private messages are sent or received by participants utilizing the archiving agent.
        • Include sender's email address (or a unique ID if the user has not signed in): When enabled, the sender’s email address will be saved with the metadata for the chat session. If the participant is not logged in or does not have a Zoom account, a unique ID will be used instead.
      • Captions and transcripts (.vtt): A VTT (Video Text Track) file including closed captioning and audio transcripts from a meeting.
      Note: For archiving to work, you must select at least one content type.
  7. Under Set a custom retention period for archived content, choose between 1 to 30 days. The default is 7 days.
  8. (Optional) Under When meetings or webinars cannot be archived, select the behavior if the archival agent fails:
    • Users can stay in the meeting and will receive a notification: Enabled by default, users using the archiving agent will not be removed from the meeting if the archiving agent fails.
    • Users cannot join or stay in the meeting: Users using the archiving agent will be removed from a meeting if the agent fails, and will not be able to join a meeting until the agent can archive successfully.
  9. Click Save.
  10. (Optional) Customize the archiving disclaimer for the account.
  11. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon , and then click Lock to confirm the setting.

Group

Note: If you signed up for a new Zoom account after August 21, 2021; or the New Admin Experience is enabled on your account, the Group Management page has been renamed to Groups.

To enable Archive meetings and webinars for a group of users:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit group settings.
  2. In the navigation menu, click User Management then Group Management.
  3. Click the applicable group name from the list.
  4. Click the Meeting tab.
  5. Under In Meeting (Advanced), click the Archive meetings and webinars
    toggle to enable it.
  6. If a verification dialog box appears, click Enable to verify the change.

Note: Archiving can only be enabled or disabled at the group level, but must be configured at the account level.

How to customize the archiving disclaimer

Administrators can customize the archiving disclaimer for an account or user group to add information such as terms and conditions for the organization in regards to archiving, or more information including what the organization is archiving.

  1. Sign in to the Zoom web portal as an account owner or admin with privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Meeting tab.
  4. Under In Meeting (Advanced), verify that Archive meetings and webinars is enabled.
  5. Click Customize Archiving Disclaimer.
  6. (Optional) In the top drop-down menu, select the language you would like to customize the disclaimer for.
  7. While the basic message can not be modified, you can customize the following details:
    • Title: The title text at the top of the disclaimer.
    • Additional body Text: By default, includes a link for information regarding archiving but can be customized to include information regarding your organization’s archiving policies. 
    • Link URL: By default, the URL is linked to Zoom’s archiving documentation, however, the link can be changed to another page with your organization’s archiving policies or terms and conditions.
    • Link Text: The text utilized for the hyperlink containing the Link URL.
  8. Click Save.