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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 communications occurring within Zoom, including:  

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

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 meeting data to 3rd party compliance archives.

Zoom Archiving can be activated for both Zoom Meetings and Zoom Webinars. Currently, archiving of Breakout Rooms, Meeting Reactions, Closing Captioning, Q&A, and Zoom Rooms is not supported by Zoom. Complete details on the capabilities of Zoom Meeting and Webinar Archiving are available in the Zoom Help Center here.

As a final step, the "Smarsh for Meetings" can be deployed from the Zoom Marketplace enabling automatic export of Zoom Meeting and Webinar content for archival and further processing in other 3rd party applications including the Smarsh Connected Archive. 

 

Prerequisites

  • Contact Zoom Support to enable the meeting archiving feature for your account
  • 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) 

 

Scope

Zoom Meetings

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

The following meeting information is available to archive: 

  • Meeting metadata (topic, date, timezone, meeting duration, hostname, meeting ID, unique ID
  • In-meeting chat messages (display name, email address, private vs public chat tag, message, and timestamp)
  • Polling (Questions and answers, responder name for reach answer, responder email address)
  • Audio / Video (option to archive audio content, video content, or both)
  • Whiteboard and Annotation (available as part of the video file) 

 

Zoom Webinars

The following webinar information is available to archive: 

  • Webinar metadata (topic, date, timezone, meeting duration, hostname, meeting ID, unique ID
  • In-webinar chat messages (display name, email address, and public chats for attendees and panelists) 
  • Audio / Video (option to archive audio content, video content, or both)
  • Whiteboard and Annotation (available as part of the video file) 

 

Supported Archives

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

  • Dell EMC SourceOne
  • Micro Focus Digital Safe
  • Proofpoint
  • 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, contact Zoom Support and request "Meeting and Webinar Archiving" to be enabled for your account. 
  2. Deploy the "Smarsh for Meetings" app from the Zoom Marketplace 
  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. 

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 Meeting and Webinar Archiving 

To activate Zoom Meeting and Webinar Archiving, contact Zoom Support and request the "Meeting and Webinar Archiving" feature to be enabled for your account. 

 

Zoom App Marketplace

Install the "Smarsh for Meetings" App

Nuclei has 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 Meetings with Smarsh!"

This app provides turnkey integration with the Smarsh Connected Archive enabling seamless archiving of all Zoom communications satisfying FINRA, MiFID II, and other compliance requirements. 

 

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)

 

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: 

 

mceclip2.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 "This meeting will be archived" status indicator is active during the meeting. 
  3. End the Zoom Meeting. 

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 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 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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