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Compliance Archiving for Zoom Meetings

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Overview

Nuclei provides Zoom customers with the ability to automatically export, enrich, and archive all communications occurring within Zoom, including:  

  • Zoom Meetings (Audio, Video, and in-meeting Chat)
  • Zoom Rooms (Audio, Video, and in-meeting Chat)

As a first step, Automatic Recording must be activated for the Zoom account, which ensures that recording starts automatically whether the host joins by computer, mobile device, or telephone. 

Zoom Automatic Cloud Recording can be implemented for:

  • All members of an organization
  • A specific group
  • An individual user

Upon completing of recording, Nuclei's ETL Firehose automatically ingests those recordings for further processing and compliance archiving in other 3rd party applications including the Smarsh Connected Archive. 

 

Prerequisites

  • Zoom Pro, Business, or Enterprise account
  • Licensed user
  • Zoom Desktop Client (version 3.5 of higher) 
  • Zoom Mobile app (version 3.5 or higher)

 

TLDR;

Installation 

  1. Activate Zoom Cloud Recording (Zoom Help Center > Cloud Recording)
  2. Deploy the "Smarsh for Meetings" app from the Zoom Marketplace 
  3. Use Zoom Meetings 

Usage

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

Example (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. 

For more information on the Smarsh Connected Archive, please visit Smarsh Central 

Uninstallation 

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

 

Getting Setup

Activate Zoom Cloud Recording

Activating Cloud Recording for an Organization

To activate Zoom Cloud Recording for the entire Zoom Organization: 

  1. Login to https://admin.zoom/us, and select "My Account" 
  2. Select "Account Management", and then "Account Settings"
  3. Select the "Recording" tab
  4. Activate and lock "Cloud Recording" 
  5. Configure your desired Cloud Recording settings:  
    1. For video, activate "Record active speaker with shared screen"
    2. For audio, activate "Record an audio only file"
    3. For chat, activate "Save chat messages from the meeting / webinar"
  6. Activate and lock "Automatic Recording", and activate "Record in the cloud"
  7. Deactivate and lock "Host can pause/stop the auto recording in the cloud".
  8. Deactivate and lock "The host can delete cloud recordings". 
  9. Activate "Auto delete cloud recording after X days", and specify a "time range (days)"

Afterwards your Zoom Cloud Recording settings will be enforced for all Zoom users in your organization. 

 

Activating Cloud Recording for a Group

To activate Zoom Cloud Recording for a specific group of users: 

  1. Login to https://admin.zoom/us, and select "My Account" 
  2. Select "User Management", and then "Group Management"
  3. Create a new group by selecting "Add Group", or select "Edit" on an existing Group
  4. Select "Total Members", and select "Add Members". 
  5. Navigate back to the group, and select the "Recording" tab
  6. Activate and lock "Cloud Recording" 
  7. Configure your desired Cloud Recording settings:  
    1. For video, activate "Record active speaker with shared screen"
    2. For audio, activate "Record an audio only file"
    3. For chat, activate "Save chat messages from the meeting / webinar"
  8. Activate and lock "Automatic Recording", and activate "Record in the cloud"
  9. Deactivate and lock "Host can pause/stop the auto recording in the cloud".
  10. Deactivate and lock "The host can delete cloud recordings". 
  11. Activate "Auto delete cloud recording after X days", and specify a "time range (days)"

Repeat and customize as desired for each separate Group.   

 

Zoom App Marketplace

Install the "Smarsh for Meetings" App

Nuclei has also partnered with Smarsh to offer the "Smarsh for Meetings" app, which can be  deployed using the button below: 

Add to ZOOM


Alternatively, you can Install the app directly from the Zoom Marketplace: 

  1. Login to https://marketplace.zoom.us
  2. Select "Search for a published app", and type in "Smarsh"
  3. Select the "Smarsh for Meetings" app from the search results
  4. Select "Install", and then "Authorize"

mceclip0.png

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

"Perfect! You're ready to archive Zoom Cloud Recordings!"

This app provides turnkey integration with the Smarsh Connected Archive enabling seamless archiving of all Zoom communications. 

 

FAQ

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)

 

I'm not able to authorize the Smarsh for Meetings app. Why? 

Before activating the "Smarsh for Meetings" app, you must first complete customer onboarding for the Smarsh Connected Archive. 

Once you are able to use the Smarsh Connected Archive, the final step is deploy the "Smarsh for Zoom Meetings" app to facilitate archiving of Zoom Meeting content into the Smarsh Connected Archive. 

 

What access scopes are required by the Smarsh for Meetings app? 

The "Smarsh for Meetings" app is an account-based Oauth App that must be deployed from the Zoom App Marketplace.

A Zoom App enables secure integration with Zoom, and facilitates Nuclei access to the following: 

  • Zoom Event Subscriptions - Recordings
  • Zoom Event Subscriptions - Meeting Participants
  • Zoom API Access and Scopes 

A detailed list of access rights and polices is also outlined below: 

mceclip1.png

 

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 "Recording" status indicator is active during the meeting. 
  3. End the Zoom Meeting. 
  4. Login to https://admin.zoom.us, and validate that the Zoom Cloud Recording recording has finished processing and is available in "Recordings". 

Smarsh Connected 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 the test Zoom Meeting you completed in the steps above from the search results.
  6. Validate that the Zoom Cloud Recording 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 are attached to the record as an TXT file. 
  7. Validate that each content type can be replayed in the Archive. 
  8. Validate that each separate chat message appears correctly below the recording. 
  9. Validate that all meeting participants are correctly identified. 

Example (Smarsh Professional Archive)

mceclip4.png

 

More Information

For more information on Compliance Archiving for Zoom and for a demonstration of related capabilities: 

Thanks!! ✌️

 

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