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Archiving for meetings and webinars Follow

Zoom’s Meeting Archiving solution is an automated mechanism to capture and archive meeting data including voice, video, captions/transcripts, and in-meeting chat messages, and make them available through a secured integration with a third party for compliance and archiving solutions. This allows organizations to satisfy FINRA and other compliance requirements. 

Once you have set up archiving for meetings and webinars, you can modify archiving settings.

This article covers:

Prerequisites for archiving meetings and webinars

  • The Meeting Archiving feature enabled for your account by Zoom Support
  • A third-party archiving solution which is available as a corresponding marketplace application
  • 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
  • VDI Client: 5.5.10 or higher
  • Web Client
  • Zoom Rooms for Conference Room
    • PC: 5.7.0 or higher
    • macOS: 5.7.0 or higher
  • Zoom Rooms Controller
    • Android: 5.7.0 or higher
    • iOS: 5.7.0 or higher

Scope

This product only covers archiving content for Zoom Meetings and Zoom Webinars (i.e. content in Zoom Phone, and other products will not be eligible for archiving through this solution).

Zoom’s Meeting Archiving solution is an automated mechanism to collect and archive meeting communications. This solution relies on vendor partners and customers to develop and offer Marketplace apps that allow for the retrieval of the archived communication via a set of APIs. Meeting and webinar artifacts can be archived from a minimum of 1 to a maximum of 30 days.

General scope

Meetings and webinars hosted by a user marked for compliance will be archived. Additionally, if a user who is marked for compliance joins a meeting as a participant, the meeting will be archived as well.

Archiving scope for Zoom Meetings and Webinars

Meetings with enhanced encryption will be supported for archiving but end-to-end encrypted meetings are not supported at the moment.

The following meeting information will be available to archive:

  • Meeting metadata (required)- This includes the topic, date, time zone, meeting duration, hostname, meeting ID, unique ID (UUID), and passcode.
  • In-meeting chat messages (public and direct)- A file containing the display name of the user, email address of the user (excluding Guests), tag to differentiate public vs. direct chat, message string, and timestamp.
  • Audio- An audio-only file in M4A format.
  • Video- An audio and video file in MP4 format including screen shares, whiteboard, and annotation.
  • Captions and transcripts- A VTT (Video Text Track) file including closed captioning and audio transcripts from a meeting.

Note: Archiving is triggered once a regulated user joins the meeting. Meetings hosted by a regulated user would start archiving when the host or a regulated user joins the meeting.

To indicate that the meeting is being archived and which artifacts are being archived, different types of indicators are present.

Out-of-scope details

Breakout Rooms and Meeting Reactions are not supported for archiving at this time. Currently, archiving is supported only for internal meetings hosted by users within your account.

Enable archiving for an account

To enable Meeting Archiving for your account, please contact Support, and request Meeting and Webinar Archiving to be enabled for your account. Once requested, if the request has been approved, archiving will be enabled for the account.

Archival flow

Zoom’s archiving solution has three key components:

  1. Archiving agent- The archiving agent connects to the archiving engine and is responsible for capturing the meeting artifacts as determined by the account policy. This data is then kept on encrypted storage for a custom amount of time for third-party platforms to ingest through our API and archive accordingly.
  2. Marketplace application- The marketplace application helps customers who want to capture and archive data from Zoom, retrieve the data after a meeting. Customers can use a marketplace application that is already present or create their own application which is configured by the account administrator. APIs are available on Zoom’s platform to ingest the archived meeting artifacts.
  3. Third-Party Platform- This can be any vendor that has an open API ecosystem to ingest the meeting archiving content appropriately. These can be in-house solutions created by customers as well.

Note: This solution is generic in nature to ensure that a variety of third-party platforms can be considered for archiving use cases.

Archival process

Zoom's archiving process follows the following process

  1. A particular archiving application is installed and configured for an account from the Zoom App Marketplace.
  2. After archiving is enabled for the account, as per the configuration in your account-level settings, Zoom’s archiving agent joins internal meetings/webinars and collects the information accordingly.
  3. After the meeting ends, the agent stores the archived files within Zoom’s cloud storage for a certain number of days. This number can be configured from your account settings and ranges between 1-30 days.
  4. There are two ways to retrieve information about your archived artifacts:
    • Archiving APIs - The third-party application can also leverage Zoom’s Archiving APIs to fetch the metadata and the download URL which have been archived for a particular account or for a particular meeting ID.
    • Webhooks - When these archived files are present in Zoom’s cloud storage, you can choose to receive a notification whenever the files for your account’s meetings/webinars are available to download using Zoom’s Archiving Webhook. Using the webhook is completely optional.
  5. The third-party platform can get this information and apply business logic to handle their data.

Developer guide

This section is a brief description of the various types of meeting/webinar artifacts as well as how to capture them for archiving.

For this section, we will assume the developer already has the concept of Zoom marketplace application development. Please refer to this document for context about Zoom API and webhook subscriptions.

The archiving webhook is not published on our marketplace to ensure access is only provided for customers and developers who are intending to use it for archiving intent only. Please contact Zoom support with your application ID so that we can allow access to the webhook.

Note: There are other in-meeting artifacts that an organization may want to archive for compliance purposes that are available through other APIs. These artifacts may include polls, satisfaction surveys, or Q&A results.

eComm Artifact Method to achieve

In-Meeting Chat - public & private

Archiving API

Webinar Chat - public & private

Archiving API

Closed Caption/Live Transcript

Archiving API/Designated API

Polls

Meeting and Webinar Polling API 

Q&A (Webinar)

Webinar Q&A API

Satisfaction Survey

Dashboard API

Reactions and Non-verbal feedback

Archiving API (On Zoom’s roadmap)

Whiteboard

Archiving API - part of the video stream and separate file download

Annotation

Archiving API  - part of the Video stream 

Breakout Rooms

Archiving API (On Zoom’s roadmap)

Archival APIs

All the meeting and webinar artifacts that are archived can be retrieved with archiving APIs. Zoom offers the capability to list archived files of a specific account as well as the archived artifacts for a specific meeting or webinar between two different timestamps.

You can learn more about the different APIs Zoom provides for archiving by visiting the Archiving API section in our marketplace.

Archival webhook

The webhook event is triggered every time the archived files of a meeting or webinar become available to download. The marketplace application must be configured to subscribe to this event, which can be done during the initial setup for the application.

You can learn more about the webhook by visiting the Webhook Reference section in our Marketplace.

Archival account settings

Account administrators can configure archiving for their account from within their Account Settings page to specify the exact content to be archived for your account as well as customizing the Archiving disclaimer for users in your account. 

Note: Whiteboard drawings and annotations are a part of the overall video file. To notify users in your account about this, you can customize the archiving disclaimer.

Disabling the Archiving feature

Disable archiving for your account, by turning off and locking the Archive meetings and webinars option at the account level from your Account settings page.

Additionally, you can disable the Archiving API by removing the scope from your marketplace application, or removing the Marketplace app or custom app built from within your Marketplace account.