Zoom Video Communications: What you need to know about Zoom’s archiving solution

What you need to know about Zoom’s archiving solution

As employees and customers opt for virtual communication, organizations with specific compliance requirements, such as financial services institutions, cannot always rely on a paper trail to help regulated workers manage information.

Regulated Users – Zoom users at financial services institutions that are subject to regulatory oversight, including from the Securities and Exchange Commission (SEC) or the Financial Industry Regulatory Authority (FINRA) – must be equipped with technology designed to support compliance requirements as well as frictionless communication and collaboration. This is where our archiving solution comes in.

What is meeting and webinar archiving?

Zoom’s archiving solution allows account administrators to set up an automated mechanism to collect and archive meeting or webinar data on a third-party platform of their choice. This helps financial institutions meet various regulations and other compliance requirements. After archiving is configured by account administrators, it will be present when regulated meeting hosts or users start or join a meeting. To indicate that the meeting is archived, different types of flags are present – all of which you can read about in our whitepaper.

Unlike cloud recording, which saves video, audio, chat, and transcript files to the Zoom cloud, our archiving application programming interface (API) — a connection between software — collects the data or meeting and webinar metadata needed to meet certain compliance guidelines. It may also collect audio, video and chat communications if specified by account administrators. The information collected during a meeting or webinar depends on how the administrator has configured the solution, but may include the following data sets:

• Meeting metadata (required): This includes the meeting title, date, time zone, meeting duration, host ID, meeting ID, universally unique identifier (UUID), and ID code. access.
• In-meeting chat messages (public and direct): This includes user display names, email addresses (excluding guests), message strings, and timestamps in TXT format. The chat would be tagged to differentiate public chat from private chat. To note: In addition to this information, meeting reactions and deleted messages can be captured with in-meeting chat messages in JSON format. This can be activated by contacting Zoom support.
• audio: An audio-only M4A file, which includes external and internal meeting audio recordings.
• Video: An audio and video MP4 file, which includes screen shares, whiteboards and annotations.
• Captions and transcripts: Video Text Track (VTT) file including closed captions and audio transcripts of a meeting.

Archiving on the Zoom platform

As a unified communications platform, Zoom strives to enable compliance across all channels that our customers need for their daily work. While archiving is most commonly used for Zoom Meetings and Zoom Webinar, certain aspects of Zoom Phone and Zoom Chat can be captured or archived, which can be configured by account administrators:

Zoom Phone: Account administrators can capture voice calls, voicemails, and SMS messages sent through Zoom Phone.

Zoom Chat: Account admins can capture sent, edited, and deleted messages and files sent through Zoom Chat.

How we work with Archiving Partners

From Theta Lake to Smarsh to Global Relay, we work with leading archiving providers that enable archiving for Zoom solutions. Here is a step-by-step breakdown of how we work together:

1. Account administrators download and install the archive app of their choice from the Zoom App Marketplace.

2. After account admins configure their preferred account-level settings, Zoom’s Archiving Agent joins meetings or webinars and collects information accordingly, notifying users of the action via notifications during of the process.

3. After the meeting ends, archived files are stored in Zoom’s cloud storage for a set number of days. This number can be configured in account settings and varies between 1 and 30 days.

4. When these archived files are present in Zoom’s cloud storage, partners or third-party developers, such as Theta Lake or Smarsh, can choose to receive a notification whenever meeting or webinar files in their account are available for download.

5. After that, the third-party app can take advantage of Zoom’s Archive APIs to retrieve files that have been archived for a particular account.

6. The third-party application then processes and manages this information according to how the account administrator has configured the solution.

Tools to sustain financial services

With our archiving solution, Zoom strives to enable frictionless collaboration while putting safeguards in place to help manage risk. These guardrails are designed to provide the support financial services organizations need as they navigate a complex regulatory landscape and navigate a new digital era.

When equipped with the right tools, these businesses can keep pace with the new digital imperative and future-proof operations for all the changes yet to come. The end result: efficient work, accurate insights, and seamless digital experiences across the financial services industry.

To learn more about Zoom’s meeting and webinar archiving offering, see our white paper. And for more information on archiving for Zoom Chat, check out this support article.

Warning

Zoom Video Communications Inc. published this content on March 02, 2022 and is solely responsible for the information contained therein. Distributed by Public, unedited and unmodified, on March 02, 2022 14:17:09 UTC.