June 2, 2025
The following message was sent to all individuals with UO Zoom cloud recording access.
Auto-deletion of UO Zoom recordings starts November 24
Clearing out older Zoom files will let UO invest in storage services that serve you better.
Dear colleagues,
This fall, we’ll take a big step forward in UO’s data storage transformation. On November 24, we will start automatically deleting Zoom recordings and transcripts more than 90 days old. This important practice is common at other universities. It will greatly reduce UO’s spending on Zoom, letting us invest in storage services that better serve the university.
What to expect starting November 24
- All Zoom cloud video recordings and transcripts more than 90 days old will move to the Zoom trash.
- They’ll spend 30 days in the Zoom trash, where they can be recovered.
- After that, they will be permanently deleted.
- From that point on, all Zoom recordings and transcripts will go through that process as they reach 90 days old. Learn more about Zoom recording and transcript auto-deletion.
One-time “dark archive” of older Zoom recordings
- To ease the initial transition for faculty and staff, Information Services will create a one-time archive of all Zoom cloud recordings and transcripts on Nov. 24. We’ll steward those files through their respective retention schedules, providing access only as needed for recordkeeping purposes.
- No action is needed before Nov. 24 unless you want to keep files for active use, such as teaching or operations. In that case, you must download the files from Zoom and save them elsewhere. Learn more about saving Zoom recordings and transcripts.
- Many Zoom recordings don’t need to be saved, such as pandemic-era recordings of remote classes that aren’t suitable for reuse.
After Nov. 24: Action required to save Zoom files
- To keep any Zoom recordings or transcripts after Nov. 24, you must download the files within 90 days of creation and save them elsewhere.
- You may need to save files to meet records retention obligations, for instructional use, or for departmental operations. Learn more about saving Zoom recordings and transcripts.
Getting Help
- For questions about the new Zoom recording auto-deletion setting, please submit a ticket at Zoom support, or contact the IT staff who support your unit or the Technology Service Desk.
- If you have concerns about removing recordings from Zoom, please fill out our Zoom recordings questionnaire to help UO IT staff provide more personalized support.
- For questions about records retention, please contact your unit’s Records Steward or email University Records Management at records@uoregon.edu.
Together we’re moving toward more thoughtful data management, helping ensure UO faculty, staff, and students get the greatest possible value from the university’s investments.
Sincerely,Abhijit Pandit
Vice President and Chief Information Officer
Mahnaz Ghaznavi
University Records Manager
Data Security and Records Management
- UO employees are responsible for being aware of the sensitivity of the data they handle, for using approved storage locations that support that policy, and for following other controls associated with different classes of data. The Information Security Office is available to help you identify secure and compliant solutions. (Some UO cybersecurity reference pages require a Duck ID login.)
- Before deleting files or other data, or moving them out of UO systems, employees should be aware of their recordkeeping responsibilities as explained in the short video Records and Our Shared Responsibilities from University Records Management.