The eDiscovery Manager’s Guide: How to Preserve Meeting Data and Zoom Discussions | Onna Technologies, Inc.
With over 300 million active participants in daily meetings and counting, Zoom’s wide adoption has generated new concerns for legal and IT teams. Like any other application with critical business data, the discoverability of Zoom meeting data has become an increasingly hot topic. Although Zoom offers certain features to preserve and collect Zoom data, they are not equipped to handle large-scale eDiscovery.
The good news? There are steps you can take to avoid disorganization and risk. We’ll explain what Zoom data is available, where to find it, and retention considerations to keep in mind.
Let’s get started.
Zoom meeting features
Zoom is widely known for video conferencing, and for good reason. Zoom Meetings are the bread and butter of Zoom solutions, offering HD video and audio, the ability to support up to 1,000 video participants in a single meeting, and view 49 videos at once. screen at a time. However, when it comes to Zoom eDiscovery, video isn’t the only type of data that legal and IT professionals need to consider. There is also:
All of this data is relevant to eDiscovery, but before explaining how to find and store it, it’s important to note which plans offer this functionality.
Zoom’s Pro, Business, and Enterprise plans are required for recording and preserving video recordings, chats, and other data on the platform. Administrators of these plans have access to several useful controls, such as the ability to record meetings of selected users, user groups, or the entire organization; controlling user access to storage of recordings on local devices; and even make transcription mandatory for all Zoom users.
Where is Zoom meeting data stored?
Understanding what Zoom meeting data you need and what license is needed to access it is only half the battle. The next step is to find out where everything is stored. Here is an overview:
Zoom meeting recordings
Zoom meetings stored in the cloud are processed after the meeting is finished and generate an MP4 video file, an M4A audio file, and a txt file of all meeting chats and shared content. Administrators can find links to all of these records by selecting the “Meetings“tab, then the” tabChecked inâAt the top left of their navigation panel. A list of past meetings that have been recorded locally and in the cloud is displayed, which can then be selected for viewing.
Admin users also have the option to disable Zoom meeting recordings for cloud and local storage by going to the “RegistrationâTab in theirâAccount settingsâ. From there, you can turn recording permissions on or off for specific users, groups, or an entire account.
Note: Zoom meeting recordings are only kept for 90 days by default and can only be viewed and exported one at a time.
If you have a paid Zoom plan, you will also have access to live transcription or closed captioning. This feature provides real-time transcription of what is being said in a meeting, making it easy to text search and keep accurate recordings. Note: Only the meeting host can activate the transcription feature.
After the transcripts are processed, they appear as separate .vtt text files and the individual transcripts are segmented into sections with a timestamp. Administrators have the ability to edit the transcript, search for keywords in all transcripts, and view the text of the transcript in the video recording under “My recordingsâ.
While this blog focuses on Zoom meeting data, we’d be remiss if we didn’t cover the chat. Conversations on Zoom can extend beyond meetings to include individual, group, and channel messages, creating another key source of information.
To access Zoom chat storage, admin users of paid plans must enable the instant messaging management add-on. Once enabled, the account owner and administrators can view, download, and delete stored messages, and set a retention period for chats in the cloud and on local devices. By default, chats are stored in the cloud for two years and on local devices for one year.
Note: Zoom’s native search and export capabilities are limited and not designed for eDiscovery. Some limitations are worth noting: chat messages can only be searched by date range (up to 1 month at a time) and user, there is no context for chat messages listed in search results and chat message downloads are limited to one conversation or all search results. This can leave significant gaps and cause significant delays in your eDiscovery process.
Storage and preservation considerations
Although Zoom’s data usage varies from company to company, Zoom uses an average of around 540MB to 1.62GB of data per hour for one-to-one calls and 810MB to 2, 4 GB per hour for group meetings. It’s a parcel Zoom meeting data to track, so using effective retention policies to specify which meetings and discussions should be recorded, where they should be stored, and how long they should be stored, can yield ten times more for the purposes of discovery and compliance.
Don’t know how much storage you have right now? For all paid plans, Zoom keeps up to 1 GB of meeting recording files and once this number is exceeded, account owners will need to pay for additional cloud storage. Admin users can access these files and archive anything they no longer want to keep in the cloud by doing the following:
You will see a list of cloud recordings on your account and can adjust the date range, specify the meeting ID, search by meeting host, subject, or keywords. You can also view your remaining cloud storage.
To look forward
If one thing is certain, Zoom is here for the long haul – and meeting data is just one piece of the Zoom data puzzle. As teams continue to collaborate and connect, legal and IT professionals need a proactive strategy to defendably capture and identify Zoom data.