Managing retention policy for Zoom Whiteboard

Retention policy allows account owners and admins define how long whiteboards must be kept before they are deleted automatically. After the specified retention period, whiteboards will be moved to Trash so users still have an opportunity to recover them. By default, this setting is disabled, but can be enabled at account, group or user level.

Notes:

• Once a whiteboard is moved to trash, users can recover it from the Trash tab and the clock is reset.
• This setting is not related to the retention period of the Team Chat setting. Both settings are independent of each other.

Requirements for managing retention policy for Zoom Whiteboard

• Administrator privileges on the Zoom web portal

Note: If you do not see the option to enable Zoom Whiteboards on your account, submit a request to Zoom Support.

How to change the retention policy for Zoom Whiteboard

Account

1. Sign in to the Zoom web portal as an administrator with the privilege to edit account settings.
2. In the navigation menu, click Account Management then Account Settings.
3. Click the Whiteboard tab.
4. Under Whiteboard Retention, click the Auto-delete specified Whiteboards toggle to enable or disable it.
   Note: If the Auto-delete specified Whiteboards toggle is disabled, then whiteboards are not automatically deleted. The user will need to delete them manually.
5. Choose to delete whiteboards based on their creation date and modified date.
6. Select the retention period for whiteboards.
   • By default, the retention period is set to 90 days but you can select retention periods ranging from 30 days to 2–7 years.
     Note: This feature doesn't start immediately after enabling. There are two conditions that must be met:
     • 15 days have passed since the setting was enabled.
     • Whiteboards meet the set criteria (for example, not modified for 365 days).
   • Example: If auto-delete is set for whiteboards not modified for 365 days, those whiteboards will be moved to trash after the setting is enabled. Any setting changes refresh the enable time.
7. (Optional) Select the Save starred whiteboards checkbox to save your favorite or important whiteboards for easy access and reference.
   Note: Users can safeguard whiteboards by starring them so they won't be deleted.
8. Set a reminder for when the whiteboard will be automatically deleted. You can choose from options of 5, 15, or 30 days.
9. Click Save.
10. (Optional) If you want to make this setting mandatory for all users in the group, click the lock icon  , and then click Lock to confirm the setting.

Group

1. Sign in to the Zoom web portal as an administrator with the privilege to edit groups.
2. In the navigation menu, click User Management then Groups.
3. Click the applicable group name from the list.
4. Click the Whiteboard tab.
5. Under Whiteboard Retention, click the Auto-delete specified Whiteboards toggle to enable or disable it.
   Note: If the Auto-delete specified Whiteboards toggle is disabled, then whiteboards are not automatically deleted. The user will need to delete them manually.
6. Choose to delete whiteboards based on their creation date and modified date.
7. Select the retention period for whiteboards.
   • By default, the retention period is set to 90 days but you can select retention periods ranging from 30 days to 2–7 years.
   • Note: This feature doesn't start immediately after enabling. There are two conditions that must be met:
     • 15 days have passed since the setting was enabled.
     • Whiteboards meet the set criteria (for example, not modified for 365 days).
   • Example: If auto-delete is set for whiteboards not modified for 365 days, those whiteboards will be moved to trash after the setting is enabled. Any setting changes refresh the enable time.
8. (Optional) Select the Save starred whiteboards checkbox to save your favorite or important whiteboards for easy access and reference.
   Note: Users can safeguard whiteboards by starring them so they won't be deleted.
9. Set a reminder for when the whiteboard will be automatically deleted. You can choose from options of 5, 15, or 30 days.
10. Click Save.
11. (Optional) If you want to make this setting mandatory for all users in the group, click the lock icon  , and then click Lock to confirm the setting.

User

1. Sign in to the Zoom web portal.
2. Click Settings.
3. Click the Whiteboard tab.
4. Under Whiteboard Retention, click the Auto-delete specified Whiteboards toggle to enable or disable it.
   Note: If the Auto-delete specified Whiteboards toggle is disabled, then whiteboards are not automatically deleted. The user will need to delete them manually.
5. Choose to delete whiteboards based on their creation date and modified date.
6. Select the retention period for whiteboards.
   • By default, the retention period is set to 90 days but you can select retention periods ranging from 30 days to 2–7 years.
   • Note: This feature doesn't start immediately after enabling. There are two conditions that must be met:
     • 15 days have passed since the setting was enabled.
     • Whiteboards meet the set criteria (for example, not modified for 365 days).
   • Example: If auto-delete is set for whiteboards not modified for 365 days, those whiteboards will be moved to trash after the setting is enabled. Any setting changes refresh the enable time.
7. (Optional) Select the Save starred whiteboards checkbox to save your favorite or important whiteboards for easy access and reference.
   Note: Users can safeguard whiteboards by starring them so they won't be deleted.
8. Set a reminder for when the whiteboard will be automatically deleted. You can choose from options of 5, 15, or 30 days.
9. Click Save.
   Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.