How to securely share a recorded Zoom meeting? – How can I make it available to select people inside or outside my organization? Ever heard of a video content management system? What these are and how they can help? Let us walk you through the different solutions that are out there to help solve your problem.
In this new normal, we are seeing a dramatic increase in video conferencing. More and more conversations are taking place over Zoom, be it an online meeting, online lectures, or even family gatherings. People prefer this remote working technology to record these zoom meetings because you never know when you would need that recording.
In 2020, no doubt, Zoom has seen remarkable growth, termed as "Zoom Boom". According to Statista, daily active users of Zoom were over 1.5 million in the latter half of 2020. If you are reading this blog, I assume you know how to record Zoom meetings but are stuck with the basic sharing features that Zoom offers.
This blog explains how you can use zoom to share recorded meetings and what are the other alternatives. We explain in detail how a video content management system can help you establish a video library to effectively share zoom meetings.
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How to Share a Recorded Zoom Meeting directly through Zoom?
Here, the answer depends on either you are using local recordings or cloud recordings. In your free Zoom account, recordings are saved on your pc or local drive. While paid zoom users with a cloud subscription have the option of storing recordings on the cloud; through links directly.
We will take you through both the ways and then will walk you through the easiest time-saving solution for sharing Zoom recorded meetings to reduce several steps.
How to Share a Local Zoom Recording?
For a free zoom account user, the recordings will be saved in their local drive. You will have to locate it and upload it for sharing. The recording will usually be large in size. Therefore, you can only share recorded zoom meetings by uploading them on an online drive, YouTube, Dropbox, Google Drive, Vimeo, Dropbox, etc. You can read more in our blog on secure video sharing methods.
How to Share a Cloud Zoom Recording?
If you have a paid Zoom account, then, Zoom will give you the option to either store the recording on your computer or on the cloud. You can directly share the link of the Zoom cloud recording with your team. After the meeting has ended, the recording takes a bit of time to process but you get an email notification once it's ready.
While sharing it, you will have to choose from two options, i.e., internally, or publicly. Zoom allows you to password protect your meetings or expire the link, and this ensures that only authorized people are able to access these meetings.
What are the Limitations of Sharing Recordings in Zoom?
- It is difficult to define who can view the video and who cannot. As such, there are no detailed sharing options.
- There are no audit logs to trace who has seen the meetings, which may be required for compliance purposes.
- For compliance purposes, there is no way to define a policy on how meetings can be shared by employees in your organization. What if, you want to block downloads for employees in your organization or restrict them from sharing with people that do not belong to your organization. Learn more about what we mean by video data governance.
- For compliance purposes, there are no redaction capabilities to blur faces and objects in videos so you'll need to do this manually before sharing.
- The security of recordings is a bit questionable as Zoom has not clearly defined whether these recordings are encrypted, and it is not possible to choose where these recordings will be hosted or stored.
- It is difficult to find a particular recorded meeting in a large library as you can't search for spoken words in meetings. Moreover, users cannot discover recordings themselves on Zoom as it does not allow you to create folders, categories, or playlists to organize your meetings, or to bookmark important videos.
- No analytics to track meeting viewership.
- The uploading (for local recordings) and sharing process of videos is time taking. If the video is long, it might take hours to upload, which reduces productivity. It is also a manual process that is almost impossible to manage as the number of your recordings grows.
- It does not create an on-demand library (something like YouTube) where individuals can readily access these meetings whenever the need arises in the future. Hence, this creates a hindrance in recording management for knowledge retention purposes.
- The Zoom player also does not provide an optimized viewing experience for different devices, browsers, location, and bandwidth conditions. Videos are stored in high-quality .mp4 format, but what about those that need to watch from low bandwidth conditions.
- It is also not possible to brand the video player based on your corporate guidelines. This means modifying the colours, or including playback speed options etc. Read more in our blog on online video players.
How to Share a Recorded Zoom Meeting through a More Secure Alternative Solution?
Meeting recordings contain a great deal of confidential and personal data. If you need to manage a few handful meetings, then the features offered in Zoom will do. However, if you have 100s of meetings taking place every week, then the simple video sharing and management capabilities offered in Zoom simply won't cut it.
Here’s where VIDIZMO can help you. VIDIZMO offers a Garnter-recognized video content management system that allows you to automatically ingest zoom recordings and make them available as video-on-demand in a central library. It offers a public portal to allow such videos to be shared publicly and an internal portal where authorized users or groups can log in and watch recorded meetings.
In VIDIZMO, every Zoom recording will automatically be uploaded in your organization’s private video library, which is more secure. You can then assign access to select users and groups. These users and groups are synced with your SSO or IAM system, and they can be assigned one of the 6 roles in the system to limit their permissions.
You can then define policies such as restricting external sharing, blocking downloads, and also use the system to share videos for a limited time, and define deletion and final purge policies for meetings.
You uploaded a marketing meeting held on Zoom, and you only want to share this recorded zoom meeting with your marketing department to view it. Here, you can restrict other departments from viewing it and allowing only relevant people to see the recording. Alternatively, you can create a group and label it as “marketing” to allow only these people to view that recording.
However, at times organizations want an external audience to watch recordings that are not part of the organization. In this case, VIDIZMO allows users to share a recording with a public audience. You can share a link of the recording that will allow them to only view the selected Zoom recording without accessing any other content. You also have the option to allow anonymous viewing and make a recording available through your public portal. See for yourself below:
Additionally, there are other features that VIDIZMO offers to help you in managing Zoom recordings:
Readily Playable on Any Device
Videos can be played on any bandwidth as VIDIZMO offers multiple renditions (Just like YouTube), HLS and MPEG-DASH for streaming, and adaptive bitrate streaming. The end result is that videos can be played on any device and under low bandwidth conditions as well.
Transcribe, Translate and Search Inside Zoom Recordings
VIDIZMO provides AI (Artificial Intelligence) capabilities that enable users to transcribe and translate videos accordingly. Every word shown in a video can be transcribed, translated and searched for easier understanding and accessibility. Because of this, a user can share a zoom recorded meeting with anyone no matter whatsoever the language is on the other side.
You can generate multiple links to share with multiple people, for a single recording. This way you can expire any link to revoke access. You can also do limited sharing where recipients get only a limited number of views or a limited window between which they can watch. You can have guest sharing where external recipients will need to temporarily log in to view a recording.
Easily Find Recorded Zoom Meetings
We also empower our users to search within videos. You can search inside the video library via objects, faces, ASR (Automatic Speech Recognition) and OCR (Optical Character Recognition), and this saves you time.
You can directly ingest your Zoom recorded meetings into the VIDIZMO library. You don’t have to ingest these one by one, which is a time-consuming process. You can choose to automatically purge the recordings from Zoom cloud once they have been ingested.
Through our detailed analytics, you can track engagement trends, know which part of the video is most viewed, how many times it was watched, replayed, etc.
VIDIZMO provides detailed audit logs where you can get to know who viewed each meeting recording and what actions were performed on them.
Our interactivity feature enables users to insert quizzes, surveys and handouts in videos which will be highly beneficial for training and lectures.
We ensure all major compliances such as CJIS (Criminal Justice Information Services), FedRAMP, DISA and many more. You have the option to choose where to host your recorded meetings; in Azure, AWS, Zoom Cloud, on-premise or purchase our Zoom solution as SaaS.
VIDIZMO offers its redaction tool as an optional add-on that you can opt for if you need to blur faces and objects in videos for compliance purposes.
Learn More about VIDIZMO's Security Capabilities: Solving Zoom Security Issues With VIDIZMO
The Answer! - How do You Share Recorded Zoom Meetings?
The answer is simple; there are two ways to share zoom recordings. The first is through Zoom where you can generate a link and email it to the relevant person. The better way is through a video content management system, which will not only ease the sharing process but will also give multiple features such as managing content in a library, search within videos, interactivity and what not! Zoom’s integration with video content management systems like VIDZMO will enhance Zoom’s value enabling organizations to work efficiently and effectively, making it easier for employees to utilize information.
VIDIZMO can not only be used to share recorded Zoom meetings, but you can also use the same system for every other video use case; be it transcribing videos, creating a video training library, and streaming videos externally for marketing.
To learn more about VIDIZMO’s offerings, visit our website or contact us and our team would be happy to assist you.