Managing retention policies for My Notes

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Classic Notes no longer supports creating new notes. Existing notes remain accessible and retain their functionality through the Zoom web portal and Zoom Workplace desktop and mobile apps on versions earlier than 6.7.5. To create new notes, use My Notes through the Zoom Web App, Zoom Workplace desktop app, or Zoom Workplace mobile app. Learn more about using My Notes.

Users and admins can configure auto-deletion policies for My Notes, My Notes transcripts, and Classic Notes (formerly Zoom Notes). My Notes and My Notes transcripts have separate retention policies, giving users and admins granular control over how long each type of data is kept.

When My Notes meet the set deletion criteria, they are automatically moved to the trash, where they remain for 30 days before being permanently deleted. During this period, notes can be restored or manually deleted at any time. If no action is taken, they are permanently removed once the 30-day window expires.

When My Notes transcripts meet the set deletion criteria, they are permanently deleted and are not moved to the trash. The following rules apply to transcript deletion:

Requirements for managing retention policies

Table of Contents

How to enable or disable deletion policies for My Notes

Enable or disable deletion policies for My Notes for the entire account

This setting allows account owners or admins to enable or disable deletion policies for My Notes for all users in the account.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the top-right corner, click your profile picture or initials, then click Admin Center.
  3. In the side menu, click Settings .
  4. Click Notes.
  5. Click the My Notes tab.
  6. Under My Notes retention, click the Deletion policies for My Notes toggle to enable or disable it.
  7. If a verification dialog appears, click Enable or Disable to verify the change.
  8. Under My Notes that meet the criteria will be deleted, use the drop-down menus to define when My Notes are automatically moved to trash:
    1. Select either Last modified date or Created date.
    2. Select a time value: 30, 60, 90, 120, 180, or 270.
    3. Select the corresponding time unit: Days, Months, or Years ago.
  9. (Optional) Under Starred notes, select the Keep starred notes, exempting them from deletion checkbox to exclude starred notes from the deletion policies.
  10. Under Set the reminder before, choose how many days in advance users will be notified before their applicable My Notes are automatically deleted. From the drop-down menu, select 5, 10, 15, or 30 days.
  11. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  12. Click Save.

Enable or disable deletion policies for My Notes for a group of users

This setting allows account owners or admins to enable or disable deletion policies for My Notes for a specific group of users. Changes apply only to users in the selected group.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit groups.
  2. In the top-right corner, click your profile picture or initials, then click Admin Center.
  3. In the side menu, click Users .
  4. Click Groups.
  5. Click the applicable group name from the list.
  6. In the General configuration section, click Edit product settings.
  7. Click the My Notes tab.
  8. Under My Notes retention, click the Deletion policies for My Notes toggle to enable or disable it.
  9. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at the account level and must be changed at that level.
  10. Under My Notes that meet the criteria will be deleted, use the drop-down menus to define when My Notes are automatically moved to trash:
    1. Select either Last modified date or Created date.
    2. Select a time value: 30, 60, 90, 120, 180, or 270.
    3. Select the corresponding time unit: Days, Months, or Years ago.
  11. (Optional) Under Starred notes, select the Keep starred notes, exempting them from deletion checkbox to exclude starred notes from the deletion policies.
  12. Under Set the reminder before, choose how many days in advance users in the group will be notified before their applicable My Notes are automatically deleted. From the drop-down menu, select 5, 10, 15, or 30 days.
  13. (Optional) To prevent all users in the group from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  14. Click Save.

Enable or disable deletion policies for My Notes for your personal account

This setting allows individual users to enable or disable deletion policies for My Notes for their personal account. You do not need admin permissions to change the setting, unless it is locked by an admin for the entire account or a group of users.

  1. Sign in to the Zoom web portal.
  2. In the top-right corner, click your profile picture or initials, then click Settings.
  3. In the side menu, click Notes.
  4. Click the My Notes tab.
  5. Under My Notes retention, click the Deletion policies for My Notes toggle to enable or disable it.
  6. If a verification dialog displays, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You cannot change it yourself and must contact your Zoom admin.
  7. Under My Notes that meet the criteria will be deleted, use the drop-down menus to define when My Notes are automatically moved to trash:
    1. Select either Last modified date or Created date.
    2. Select a time value: 30, 60, 90, 120, 180, or 270.
    3. Select the corresponding time unit: Days, Months, or Years ago.
  8. (Optional) Under Starred notes, select the Keep starred notes, exempting them from deletion checkbox to exclude starred notes from the deletion policies.
  9. Under Set the reminder before, choose how many days in advance you want to be notified before applicable My Notes are automatically deleted. From the drop-down menu, select 5, 10, 15, or 30 days.
  10. Click Save.

How to enable or disable deletion policies for My Notes transcripts

Enable or disable deletion policies for My Notes transcripts for the entire account

This setting allows account owners or admins to enable or disable deletion policies for My Notes transcripts for all users in the account.
  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the top-right corner, click your profile picture or initials, then click Admin Center.
  3. In the side menu, click Settings .
  4. Click Notes.
  5. Click the My Notes tab.
  6. Under My Notes retention, click the Deletion policies for My Notes transcript toggle to enable or disable it.
  7. If a verification dialog appears, click Enable or Disable to verify the change.
  8. Under Transcripts that meet this criteria will be deleted, in the Day(s) field, enter a number of days to define when transcripts are permanently deleted.
  9. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  10. Click Save.

Enable or disable deletion policies for My Notes transcripts for a group of users

This setting allows account owners or admins to enable or disable deletion policies for My Notes transcripts for a specific group of users. Changes apply only to users in the selected group.
  1. Sign in to the Zoom web portal as an admin with the privilege to edit groups.
  2. In the top-right corner, click your profile picture or initials, then click Admin Center.
  3. In the side menu, click Users .
  4. Click Groups.
  5. Click the applicable group name from the list.
  6. In the General configuration section, click Edit product settings.
  7. Click the My Notes tab.
  8. Under My Notes retention, click the Deletion policies for My Notes transcript toggle to enable or disable it.
  9. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at the account level and must be changed at that level.
  10. Under Transcripts that meet this criteria will be deleted, in the Day(s) field, enter a number of days to define when transcripts are permanently deleted.
  11. (Optional) To prevent all users in the group from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  12. Click Save.

Enable or disable deletion policies for My Notes transcripts for your personal account

This setting allows individual users to enable or disable deletion policies for My Notes transcripts for their personal account. You do not need admin permissions to change the setting, unless it is locked by an admin for the entire account or a group of users.
  1. Sign in to the Zoom web portal.
  2. In the top-right corner, click your profile picture or initials, then click Settings.
  3. In the side menu, click Notes.
  4. Click the My Notes tab.
  5. Under My Notes retention, click the Deletion policies for My Notes transcript toggle to enable or disable it.
  6. If a verification dialog displays, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You cannot change it yourself and must contact your Zoom admin.
  7. Under Transcripts that meet this criteria will be deleted, in the Day(s) field, enter a number of days to define when transcripts are permanently deleted.
  8. Click Save.

How to enable or disable auto-deletion of specified Classic Notes (Zoom Notes)

Enable or disable auto-deletion of specified Classic Notes (Zoom Notes) for the entire account

This setting allows account owners or admins to enable or disable auto-deletion of specified Classic Notes (Zoom Notes) for all users in the account.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the top-right corner, click your profile picture or initials, then click Admin Center.
  3. In the side menu, click Settings .
  4. Click Notes.
  5. Click the Deprecated Notes tab.
  6. Under Notes Retention, click the Auto-delete specified notes toggle to enable or disable it.
  7. If a verification dialog appears, click Enable or Disable to verify the change.
  8. To the right of Delete Notes with, use the drop-down menus to define when Classic Notes (Zoom Notes) are automatically moved to trash:
    1. Select either Last modified date or Created date.
    2. Select a time value: 30, 60, 90, 120, or 180.
    3. Select the corresponding time unit: Days or Months ago.
  9. (Optional) Select the Save starred notes checkbox to exclude starred notes from the deletion policies.
  10. Under Set the reminder before, choose how many days in advance users will be notified before their applicable Classic Notes (Zoom Notes) are automatically deleted. From the drop-down menu, select 5, 15, or 30 days.
  11. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  12. Click Save.

Enable or disable auto-deletion of specified Classic Notes (Zoom Notes) for a group of users

This setting allows account owners or admins to enable or disable auto-deletion of specified Classic Notes (Zoom Notes) for a specific group of users. Changes apply only to users in the selected group.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit groups.
  2. In the top-right corner, click your profile picture or initials, then click Admin Center.
  3. In the side menu, click Users .
  4. Click Groups.
  5. Click the applicable group name from the list.
  6. In the General configuration section, click Edit product settings.
  7. Click the My Notes tab.
  8. Click the Deprecated Notes tab.
  9. Under Notes Retention, click the Auto-delete specified notes toggle to enable or disable it.
  10. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at the account level and must be changed at that level.
  11. To the right of Delete Notes with, use the drop-down menus to define when Classic Notes (Zoom Notes) are automatically moved to trash:
    1. Select either Last modified date or Created date.
    2. Select a time value: 30, 60, 90, 120, or 180.
    3. Select the corresponding time unit: Days or Months ago.
  12. (Optional) Select the Save starred notes checkbox to exclude starred notes from the deletion policies.
  13. Under Set the reminder before, choose how many days in advance users in the group will be notified before their applicable Classic Notes (Zoom Notes) are automatically deleted. From the drop-down menu, select 5, 15, or 30 days.
  14. (Optional) To prevent all users in the group from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  15. Click Save.

Enable or disable auto-deletion of specified Classic Notes (Zoom Notes) for your personal account

This setting allows individual users to enable or disable auto-deletion of specified Classic Notes (Zoom Notes) for their personal account. You do not need admin permissions to change the setting, unless it is locked by an admin for the entire account or a group of users.

  1. Sign in to the Zoom web portal.
  2. In the top-right corner, click your profile picture or initials, then click Settings.
  3. In the side menu, click Notes.
  4. Click the Deprecated Notes tab.
  5. Under Notes Retention, click the Auto-delete specified notes toggle to enable or disable it.
  6. If a verification dialog appears, click Enable or Disable to verify the change.
    Note: If the option is grayed out, it has been locked at either the group or account level. You cannot change it yourself and must contact your Zoom admin.
  7. To the right of Delete Notes with, use the drop-down menus to define when Classic Notes (Zoom Notes) are automatically moved to trash:
    1. Select either Last modified date or Created date.
    2. Select a time value: 30, 60, 90, 120, or 180.
    3. Select the corresponding time unit: Days or Months ago.
  8. (Optional) Select the Save starred notes checkbox to exclude starred notes from the deletion policies.
  9. Under Set the reminder before, choose how many days in advance you want to be notified before applicable Classic Notes (Zoom Notes) are automatically deleted. From the drop-down menu, select 5, 15, or 30 days.
  10. Click Save.