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Ultimate Guide to Better Manage your Growing Zoom Cloud Recordings?

By Sabika Tasneem
An employee attending an online Zoom meeting

485 million – That is how many times the Zoom application was downloaded in 2020. There was definitely an exponential rise in the usage of the Zoom application, which included its business customers, which grew by 470.33%. The cause for this is apparent. The onset of the pandemic and ultimate shift of businesses towards remote work left businesses with no choice but to opt for video conferencing solutions, out of which rose Zoom to the top due to its freemium model and user-friendly interface. The rapid rise has been termed as the "Zoom Boom".

With this came the heavy burden on businesses to keep track of the decisions made in these online meetings and keep their employees accountable. They also wanted to find a way to reduce the number of meetings held to improve employee productivity. Hence, they started to record these meetings through Zoom Cloud Recording functionality.

This article will explore Zoom's basic recording management options and how organizations can better manage these Zoom Cloud recordings to gain the most out of these valuable assets.


How to Enable Zoom Cloud Recording?

For you to have the option to record a Zoom meeting, you must have it enabled in your Zoom account. For Zoom Cloud recording. You need a paid Zoom account (Pro, Business, or Enterprise) if you want your recording to be stored in the cloud.

How to enable Zoom Cloud recording? Here are some simple steps:

  1. Log in to your paid Zoom account

  2. Go to the "Settings" tab

  3. Click on the "Recording" section 

  4. Enable the "Recording" function

  5. You can also tweak the other settings to choose if you want a separate audio recording and the meeting transcription file


How to Start a Zoom Cloud Recording?

A meeting can only be recorded by either the Zoom meeting host or co-host. You can choose to have an instant meeting or pre-plan and schedule it for a particular day. 

How to start a Zoom Cloud recording? Here are some simple steps:

  1. The host should first start the meeting

  2. Host or co-host can click the "Record" button

  3. Choose the option "Record to the Cloud" to start the recording

  4. You can pause a recording at any time. The recording file will not have that section

  5. In case you "Stop Recording" and restart recording then you will have two separate recording files to download

  6. You can also stop recording by simply ending the Zoom meeting


How to Download Your Zoom Cloud Recordings?

You can search, view, and download Zoom Cloud recordings from your account.

How to download your Zoom Cloud recordings? Here are some simple steps:

  1. Go to the "Access Management" section in your Zoom account's navigation menu

  2. Select the "Recording Management" section

  3. Search for the recording you are looking in the list of recordings present there (the list can definitely get overwhelming as the pile of recordings increases)

  4. Once you find your recording, select it and click "More"

  5. Select "Download" (admin is not allowed to download the Zoom cloud recordings)

Yes, the steps are pretty straightforward.

However, downloading recordings to view and sharing them ahead is not a recommended action. It is very time-taking for larger recordings and next to impossible if you have a continuously rising number of recordings.

More so, it is a huge security risk to allow users to download meetings that contain tonnes of confidential information. Any leakage can harm your company's reputation, result in loss of competitive position or can be a breach of compliance.


Zoom Cloud Recording Management on Zoom

On a paid Zoom account, cloud recordings are automatically enabled. So, if you choose to record a Zoom meeting, it will be automatically uploaded and saved on the Zoom cloud. You have limited recording viewing, sharing and management options.


Challenges of Managing Cloud Recordings through Zoom

We will now explore in-depth the challenges faced in managing these recordings directly through Zoom:

Difficult to Securely share and meet Compliances Requirements

Zoom has basic cloud recording sharing options that are difficult to secure. You can obtain a shareable link that you would have to manually send to the desired individuals, which is a very time-consuming process. Moreover, Zoom is very vague in terms of the encryption on these recordings. It seems like the recordings are not end-to-end encrypted when they are shared with other viewers. It is also not possible to host the recordings in the data center of your choice.

Moving on to the compliance requirements, they are very difficult to fulfill while managing these recordings with Zoom only. Zoom has no default functionality in the app to maintain an audit log for these cloud recordings. Hence, this will, in particular, hinder your ability to fulfill high-level compliances like GDPR and HIPAA.

Zoom On Demand Infographic-2

Lack of Access Controls

Executives, on average, spend around 23 hours every week. If you record even half these meetings, manually sharing them with the required individuals is an almost impossible task and one that definitely should be automated.

Limited Playback Capabilities

Zoom offers basic playback capabilities to view these recordings with no additional options like resolution levels. Hence, the viewing experience may be disrupted due to varying bandwidth conditions.

Weak Searchability

Zoom is just a video conferencing tool with no option of creating a searchable video library for all your team to access your recordings. Hence, finding relevant past recordings is a hassle in itself when an urgent requirement arises. Just imagine sifting through 1000s of recording to find the one you are looking for.

No Branding and Interactivity Options

Zoom's video player cannot be customized based on your branding guidelines. It is also not possible to turn these videos into an interactive training experience through in-video quizzes, handouts and surveys or through comments and annotations.

Not Possible to Organize Recordings

There is no method to categorize your recordings and save them in different folders. You can also not create playlists of relevant recordings for purposes like organizational learning through training recording playlists.

Minimal Analytics Options

The only analytics available for recordings on the Zoom application is the number of views and downloads per day.

Accessibility Challenges

It is not possible to add keyboard shortcuts and audio descriptions to Zoom's video player. This makes the video player hard to use and inaccessible to certain viewers. You will also not be able to meet compliances like Section 508 because of the absence of these features.

Transcription and Translation

Recorded meeting can only be manually translated in English or you may use a 3rd party application. Plus, it is not possible to have these transcriptions in other languages or translated further.


VIDIZMO - How to Better Manage Your Recorded Zoom Meetings on the Cloud?

Going over all the management challenges of recordings on Zoom makes it pretty clear that businesses need a Corporate YouTube-like enterprise video platform for recording management of Zoom cloud recordings. VIDIZMO is the perfect solution to help you fulfill these crucial business requirements for recording management.

Wondering what use your Zoom recordings would be for your organizations? Here is how to use recorded Zoom meetings and webinars as video-on-demand.

Integrating Zoom with VIDIZMO will allow you to automatically ingest meeting recordings, which will be published as on-demand videos on VIDIZMO's video portal for swift playback. Let's explore in-depth how this is so:

Helps Meet Secure Sharing and Compliance Requirements

Recorded Zoom meetings ingested on VIDIZMO are FIPS 140-2 end-to-end encrypted to ensure that no one other than the authorized individuals can view your recordings. VIDIZMO's SSO integration then ensures that only authenticated users gain access to your internal portals. You will also be allowed to host your videos in compliant data centers in the region of your choice.

VIDIZMO audit logs for recorded Zoom meetings

VIDIZMO also has security and compliances as its top priority. It maintains detailed audit logs for individual recordings and also platform-wide activities. This helps organizations meet all high-level compliances like GDPR for European markets and HIPAA for the health industry.

Read More: Solving Zoom Security Issues With VIDIZMO

Extensive Access Management Capabilities

There are two ways to automate the process of setting access controls for your recordings on VIDIZMO:

  • Role-Based Access Controls: On VIDIZMO, users can be assigned specific default or custom roles with configurable permissions for the activities they can perform, like viewing or downloading or deleting a video. Once a recording is ingested onto VIDIZMO, it can be made accessible to certain user roles for bulk sharing.
  • Content Segregation: Through VIDIZMO, you can create separate portals for separate departments to segregate access. You can also assign access for each file (or group of files) as anonymous, entire organizations, specific departments, groups of users.
    VIDIZMO Users & Groups

You can also separately share these recordings with password protection, limited views and set a time frame for recording availability. Hence, with these powerful capabilities, you can securely share and manage access for zoom recordings.

Enhanced Playback Experience

VIDIZMO can convert your recordings into multiple formats and resolutions to enhance the viewing experience. These can then be viewed in varying bandwidth conditions on different devices and browsers.

Managing Zoom Cloud Recordings (1)

Multiple Searchability Options

VIDIZMO allows you to create a centralized video repository for better organizational knowledge management. This is a YouTube-like video library with extensive search capabilities to help find the right videos in seconds utilizing artificial intelligence for search through spoken words, on-screen text, faces and objects.

Detailed Branding and Interactivity Options

You can brand the video player of VIDIZMO's white-label VOD platform through some default templates, logo placement, custom themes, and colors.

In-video quizzes, handouts, and forms can also be inserted to convert your recordings into interactive learning assets that can be utilized in training playlists for organizational learning. It is also possible to like, comment and annotate on videos.

Swiftly Organize Your Recordings

VIDIZMO allows you to organize your content into different relevant playlists and collections. These can help you create playlists for different departments or projects and can also be used as training course playlists for organizational learning.

Comprehensive Tracking of Recording Analytics

VIDIZMO allows you to monitor individual, bulk and even platform-wide analytics reports for these recorded meetings stored on your video portal. Alongside these, you can also monitor your video portal health through the Quality of Experience (QoE) dashboard. You can use these to monitor:

  • User engagement (number of views, unique viewers, time played, etc.)
  • Content interaction (likes, comments, downloads, etc.)
  • Audience overview (device type, location trends, etc.)
  • Video performance (media quality, buffering, errors, load time, etc.)

Multiple Accessibility Options for Improved Inclusivity

VIDIZMO's enterprise video platform always has accessibility at the forefront of its priorities. VIDIZMO's player is multilingual with features like keyboard shortcuts, audio descriptions, automatic transcription and translation of these transcriptions. This not only helps you reach out to a diverse global audience but also helps you meet crucial compliances like Section 508.

Managing Zoom Cloud Recordings (2)


Flexible Options to Store and Manage Large Amounts of Recorded Meetings in the Cloud

You can have your meetings stored in your Zoom cloud, or have them moved to Azure or AWS cloud (Commercial or Government). By managing your stored recordings directly in the cloud, you can securely store them, or archive them for better cost management, and solutions like VIDIZMO on top can help you directly stream them. 




Learn More About  Managing Recorded Meetings in VIDIZMO

VIDIZMO will allow you to manage your Zoom cloud recordings in a hassle-free manner for better organizational knowledge management and record-keeping for future review. You can also be rest assured that the confidentiality of your content will be maintained. Try VIDIZMO for free today to test out these capabilities for yourself and experience the ease!

Free Trial

Recorded Zoom Meetings Whitepaper CTA

Posted by Sabika Tasneem

Sabika is a product strategist at VIDIZMO, an expert in video streaming technologies and solutions. You can email at sabika.tasneem@vidizmo.com for any queries.

Tags: Meeting Recordings, Healthcare, Retail, Oil and Gas, Manage Recorded Zoom Meetings, Fashion, Hospitality, Logistics, Construction, Manufacturing, Management Consulting, Energy

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