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Compliance Archiving for Zoom Meetings

Hiro
Updated

Overview

Nuclei provides Zoom customers with the ability to automatically export, enrich, and archive all communication occurring with Zoom Meetings & Webinars, including:

  • Meeting Breakout Rooms
  • Meeting Chat (public & private)
  • Meeting / Webinar Audio
  • Meeting / Webinar Polls
  • Meeting / Webinar Reactions
  • Meeting / Webinar Whiteboard
  • Meeting / Webinar Video
  • Webinar Q&A

As a first step, the Zoom Meeting and Webinar Archiving feature must be activated by Zoom for the  account, which enables Nuclei to automatically collect and archive data to 3rd party compliance archives.

Once provisioned, Zoom Meeting & Webinar activity is automatically processed by Nuclei and made available for archival and further processing in other 3rd party applications. 

 

Prerequisites

  • Contact Zoom Support to enable the meeting archiving feature for your account
    • Zoom has provided the following linked submission form. (All 3 options on last question are supported by Nuclei)
  • Deploy archiving app from the Zoom Marketplace 
  • Zoom Desktop Client
    • Windows: version 5.6.7 or higher
    • macOS: version 5.6.7 or higher
    • Linux: version 5.6.7 or higher
  • Zoom Mobile app
    • Android (version 5.6.7 or higher) 
    • iOS (version 5.6.7 or higher) 
  • VDI Client (3.3.2 or higher)
  • Zoom Rooms
    • PC: version 5.7.0 or higher
    • macOS: version 5.7.0 or higher
  • Zoom Rooms Contoller
    • Android: 5.7.0 or higher
    • iOS: 5.7.0 or higher 

 

Scope

Zoom Meetings

Meetings with enhanced encryption are supported for archiving. Archival of meetings with end-to-end encryption activated are not supported by Zoom at the moment. 

The following meeting information is available to archive: 

  • Meeting Breakout Rooms
  • Meeting Chat (public & private)
  • Meeting Audio
  • Meeting Polls
  • Meeting Reactions
  • Meeting Whiteboard
  • Meeting Video

Two-way chats in waiting rooms are not supported for archiving at this time.

The following types of metadata are also supported for each Zoom Meeting:

  • Meeting ID
  • Meeting UUID
  • Host ID
  • Host Email Address
  • Meeting Topic
  • Meeting Type
  • Meeting Start Time
  • Meeting Duration
  • Is Breakout Room
  • Parent Meeting ID
  • Participant IDs
  • Participant Names
  • Participant Email Addresses
  • Participant Leave / Join Events
  • Emoji Reactions
  • Nonverbal feedback 

 

Zoom Webinars

The following webinar information is available to archive: 

  • Webinar Chat (public & private)
  • Webinar Audio
  • Webinar Polls
  • Webinar Reactions
  • Webinar Whiteboard
  • Webinar Video
  • Webinar Q&A

The following types of metadata are also supported for each Zoom Webinar:

  • Webinar ID
  • Webinar UUID
  • Host ID
  • Host Email Address
  • Webinar Topic
  • Webinar Type
  • Webinar Start Time
  • Webinar Duration
  • Participant IDs
  • Participant Names
  • Participant Email Addresses
  • Participant Leave / Join Events
  • Emoji Reactions
  • Nonverbal feedback 

 

Supported Archives

The following archiving destinations are supported for Zoom Meeting & Webinar Archiving:

  • Dell EMC SourceOne
  • Global Relay Archive
  • Micro Focus Digital Safe
  • Mimecast Cloud Archive
  • Proofpoint Enterprise Archive
  • Smarsh Enterprise Archive
  • Smarsh Professional Archive
  • Veritas Enterprise Vault
  • ZL Unified Archive

 

TLDR;

Installation 

  1. Contact Zoom Support to enable the meeting archiving feature for your account
    1. To do this, submit a request to Zoom Support by filling out the linked form created for activating archiving. Nuclei supports all 3 options on the last question so please check them. 
  2. Authorize the archiving app from the Zoom Marketplace:
    1. "Nuclei for Zoom Meetings", or
    2. "Smarsh for Meetings" (Smarsh customers
  3. Activate Zoom Meeting and Webinar archiving settings 
  4. Use Zoom Meetings and Zoom Webinars

Usage

Utilization varies, and will depend on the downstream archive being used. 

As an example, to review archived content in the Smarsh Professional Archive:

  1. Login to https://app.smarsh.com 
  2. Select Search > New Search 
  3. Select Content, and replace "All Content" with "Zoom" 
  4. Select "Search"
  5. Select a Zoom Meeting from the search results.
  6. Replay meeting video or audio. 
  7. Review in-meeting chat. 

Review of archived content in other archives will generally follow the normal process for review of archived records in that archive. 

Uninstallation 

  1. Login to https://marketplace.zoom.us
  2. Select "Manage"
  3. Select "Installed Apps"
    1. Select "Nuclei for Zoom Meetings", or
    2. Select "Smarsh for Meetings"
  4. Select "Uninstall"

 

Getting Setup

Activate Zoom Meeting and Webinar Archiving 

To activate Zoom Meeting and Webinar Archiving, please contact Zoom Support through the online form they have created. Nuclei supports all 3 options on the last question.

 

Zoom App Marketplace

Nuclei's archiving apps for Zoom can be installed directly from the Zoom Marketplace: 

  1. Login to https://marketplace.zoom.us
  2. Select "Search for a published app"
    1. Type in "Nuclei for Zoom Meetings", or
    2. Type in "Smarsh for Meetings" (Smarsh customers)
  3. Select the app
  4. Select "Install", and then "Authorize"

Upon successful authorization, you will see the following message displayed: 

"Perfect! You're ready to archive Zoom Meetings!"

 

Enable Archiving (Organization)

To enable a archiving of Zoom Meeting content for all users in the Zoom organization: 

  1. Login to https://admin.zoom.us 
  2. Select "Account Management"
  3. Select "Account Settings", and then select the "Meeting" tab
  4. Scroll down to "Archive meetings and webinars"
  5. Select the type of meetings that should be archived:
    1. "Meetings"
    2. "Webinars"
    3. "Meetings and Webinars"
  6. Select the desired content types for archiving:
    1. "Video"
    2. "Audio"
    3. "Messages"
  7. Toggle the activation switch next to "Archive meetings and webinars" to activate the archive configuration.

 

Enable Archiving (Zoom Group)

To enable a selective archiving configuration (optional) whereby Zoom Meeting content is only archived members of a specific Zoom Group:

  1. Login to https://admin.zoom.us 
  2. Select "User Management", and then "Groups"
  3. Select the Zoom Group that contains users that should be archived
  4. Select the "Meetings" tab
  5. Scroll down to "Archive meetings and webinars"
  6. Select the type of meetings that should be archived:
    1. "Meetings"
    2. "Webinars"
    3. "Meetings and Webinars"
  7. Select the desired content types for archiving:
    1. "Video"
    2. "Audio"
    3. "Messages"
  8. Toggle the activation switch next to "Archive meetings and webinars" to activate the archive configuration.

Configuration screenshots

  • When feature is activated by Zoom support you will now see this section

  • Example configuration for archiving meeting chat only

  • Example configuration for archiving all activity (audio, video, chat)

FAQ

How can I disable the Zoom archiving notification to meeting participants? 

For customers archiving in-meeting chat messages only: 

  • Zoom disabled audio and pop-up archiving notifications with the release of Zoom 5.6.7
  • To eliminate archiving notifications (audio and pop-up), configure the following settings to ensure that all meeting participants join using Zoom Client 5.6.7 or higher: 

    Admin > Account Settings > Meetings > Require users to update the client

    mceclip0.png
  • Afterwards, the Archiving Disclaimer popup will no longer appear

 

For customers archiving in-meeting audio or video content:

  • Zoom enforces the Archiving Disclaimer, and at present this disclaimer can not be disabled. 

 

What are the storage requirements for archiving Zoom Meetings? 

A number of factors impact the file size of recordings, including: 

  • Video resolution 
  • Meeting duration 
  • Shared content in the Zoom Meeting

The following provides a rough guide for correctly sizing downstream storage resources:

  • Video (1 - 4 MB / minute)
  • Audio (0.5 MB / minute)

 

Test Plan

After installation, please complete the following test plan to validate successful app deployment: 

Zoom

  1. Conduct a test Zoom Meeting (including video, audio, and in-meeting chat)
  2. Validate that the "This meeting will be archived" status indicator is active during the meeting. 
  3. End the Zoom Meeting. 

Compliance Archive

To review content in your compliance archive

  1. Login to the archive
  2. Compose a search for Zoom activity
  3. Select the test Zoom Meeting you completed in the steps above from the search results.
  4. Validate that the Zoom Meeting content appears correctly in the Archive:  
    1. Video recordings are attached to the record as an MP4 file. 
    2. Audio recordings are attached to the record as an M4A file.
    3. Chat transcripts composed within the body of the archive
  5. Validate that each content type can be replayed in the Archive. 
  6. Validate that each separate chat message appears correctly 
  7. Validate that all meeting participants are correctly identified. 

Additional Resources

Compliance Archiving for Zoom Phone

Compliance Archiving for Zoom Chat

 

More Information

For more information on Compliance Archiving for Zoom and for a demonstration of related capabilities please contact Nuclei's sales team at hello@nuclei.ai. 

 

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