Archiving for meetings and webinars
Zoom’s Meeting Archiving solution is an automated mechanism to capture and archive meeting and breakout room data including voice, video, captions/transcripts, and in-meeting chat messages, and make them available through a secured integration with a third party for compliance and archiving solutions. This allows organizations to satisfy FINRA and other compliance requirements.
Once you have set up archiving for meetings and webinars, you can modify archiving settings.
Requirements for archiving meetings and webinars
Scope of meeting and webinar archival
This feature only covers archiving content for Zoom Meetings and Zoom Webinars, as content in Zoom Phone and other products are not be eligible for archiving through this solution.
Zoom’s Meeting Archiving solution is an automated mechanism to collect and archive meeting communications. This solution relies on vendor partners and customers to develop and offer Marketplace apps that allow for the retrieval of the archived communication via a set of APIs. Meeting and webinar artifacts can be archived from a minimum of 1 to a maximum of 30 days by default.
General scope
Meetings and webinars hosted by a user marked for compliance will be archived. If a user who is marked for compliance joins any internal meeting as a participant, the meeting will be archived.
If joining an external meeting, no meeting data will be archived by default. If the user’s account has audio archiving enabled, the audio in external meetings would be archived. To enable archiving audio on external meetings, contact Zoom Support.
Archiving scope for Zoom Meetings and Webinars
Meetings with enhanced encryption will be supported for archiving but end-to-end encrypted meetings are not supported at the moment.
The following meeting information will be available to archive:
- Meeting metadata (required): This includes the topic, date, time zone, meeting duration, hostname, meeting ID, unique ID (UUID), and passcode.
- In-meeting chat messages (public and direct): A file containing the display name of the user, email address of the user (excluding guests), tag to differentiate public vs. direct chat, message string, and timestamp.
Note: Meeting reactions, two-way chats in waiting rooms, webinar private chats and deleted messages can be captured with in-meeting chat messages in a JSON format. To have this feature enabled, contact Zoom Support. - Audio: An audio-only file in M4A format.
- Video: An audio and video file in MP4 format including screen shares, whiteboard, and annotation.
- Captions: A VTT (Video Text Track) file including closed captioning from a meeting.
Notes:
- The meeting information listed above is also available to archive within breakout rooms. To enable archiving for breakout rooms, contact Zoom Support.
- Archiving is triggered once a regulated user joins the meeting. Meetings hosted by a regulated user will start archiving when the host or a regulated user joins the meeting. Regulated users who have external archiving for audio enabled would not be able to join meetings hosted by users who have Basic (free) accounts.
To indicate that the meeting is being archived and which artifacts are being archived, different types of indicators are present.
How to enable archiving for an account
To enable Meeting Archiving for your account, contact Zoom Support, and request Meeting and Webinar Archiving to be enabled for your account. If the request is approved, archiving will be enabled for the account.
Archival flow
Zoom’s archiving solution has three key components:
- Archiving agent: The archiving agent connects to the archiving engine and is responsible for capturing the meeting artifacts as determined by the account policy. This data is then kept on encrypted storage for a custom amount of time for third-party platforms to ingest through our API and archive accordingly.
- Marketplace application: The marketplace application helps customers who want to capture and archive data from Zoom, retrieve the data after a meeting. Customers can use a marketplace application that is already present or create their own application which is configured by the account administrator. APIs are available on Zoom’s platform to ingest the archived meeting artifacts.
- Third-Party Platform: This can be any vendor that has an open API ecosystem to ingest the meeting archiving content appropriately. These can be in-house solutions created by customers as well.
Note: This solution is generic in nature to ensure that a variety of third-party platforms can be considered for archiving use cases.
Archival process
Zoom's archiving process is as follows:
- A particular archiving application is installed and configured for an account from the Zoom App Marketplace.
- After archiving is enabled for the account, as per the configuration in your account-level settings, Zoom’s archiving agent joins meetings/webinars and collects the information accordingly.
- After the meeting ends, the agent stores the archived files within Zoom’s cloud storage for a certain number of days. This number can be configured from your account settings and ranges between 1-30 days by default.
- There are two ways to retrieve information about your archived artifacts:
- Archiving APIs - The third-party application can also leverage Zoom’s Archiving APIs to fetch the metadata and the download URL which have been archived for a particular account or for a particular meeting ID.
- Webhooks - When these archived files are present in Zoom’s cloud storage, you can choose to receive a notification whenever the files for your account’s meetings/webinars are available to download using Zoom’s Archiving Webhook. Using the webhook is completely optional.
- The third-party platform can get this information and apply business logic to handle their data.
Developer guide
This section is a brief description of the various types of meeting/webinar artifacts as well as how to capture them for archiving.
For this section, we will assume the developer already has the concept of Zoom marketplace application development. Please refer to this document for context about Zoom API and webhook subscriptions.
The archiving webhook is not published on our marketplace to ensure access is only provided for customers and developers who are intending to use it for archiving intent only. Contact Zoom support with your application ID so that we can allow access to the webhook.
Note: There are other in-meeting artifacts that an organization may want to archive for compliance purposes that are available through other APIs. These artifacts may include polls, satisfaction surveys, or Q&A results.
| eComm Artifact | Method to achieve |
|---|
| In-Meeting Chat - public & private | Archiving API |
| Webinar Chat - public & private | Archiving API |
| Closed Caption/Live Transcript | Archiving API/Designated API |
| Polls | Meeting and Webinar Polling API |
| Q&A (Webinar) | Webinar Q&A API |
| Satisfaction Survey | Dashboard API |
| Reactions and Non-verbal feedback (Meetings only) | Archiving API |
| Whiteboard | Archiving API - part of the video stream and separate file download |
| Annotation | Archiving API - part of the Video stream |
| Breakout Rooms | Archiving API |
| Registration Questions | Meeting and Webinar Registration Questions |
Archival APIs
All the meeting and webinar artifacts that are archived can be retrieved with archiving APIs. Zoom offers the capability to list archived files of a specific account as well as the archived artifacts for a specific meeting or webinar between two different timestamps.
You can learn more about the different APIs Zoom provides for archiving by visiting the Archiving API section in our marketplace.
Archival webhook
The webhook event is triggered every time the archived files of a meeting or webinar become available to download. The marketplace application must be configured to subscribe to this event, which can be done during the initial setup for the application.
You can learn more about the webhook by visiting the Webhook Reference section in our Marketplace.
Archival account settings
Account administrators can configure archiving for their account from within their Account Settings page to specify the exact content to be archived for your account as well as customize the Archiving disclaimer for users in your account.
Note: Whiteboard drawings and annotations are a part of the overall video file. To notify users in your account about this, you can customize the archiving disclaimer.
How to disable the archiving feature
Disable archiving for your account, by turning off and locking the Archive meetings and webinars option at the account level from your Account settings page.
Additionally, you can disable the Archiving API by removing the scope from your marketplace application, or removing the Marketplace app or custom app built from within your Marketplace account.