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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
  • Meeting / Webinar Q&A
  • Meeting Summaries (AI-generated)

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

 

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 Q/A
  • Meeting Polls
  • Meeting Reactions
  • Meeting Summaries
  • Meeting Whiteboard
  • Meeting Video

Meeting reactions, two-way chats in waiting rooms, webinar private chats and deleted messages can be captured require activation of the JSON format in exports from Zoom. To have this feature enabled, contact Zoom Support.

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 

 

Getting Setup

Zoom 

Before configuring archiving settings the Zoom Meeting and Webinar Archiving feature must be activated by Zoom for the  account. To request activation of the feature on your Zoom account, please use the Zoom provided submission form. (Note: all 4 options on the last submission form question are supported by Nuclei.)

Once the feature has been activated, to configure archiving in Zoom please complete the steps outlined below in "Enable Archiving (Organization)" of "Enable Archiving (Zoom Group)"

 

Nuclei 

After enabling archiving in Zoom you must create a new feed:

  1. Login to https://app.nuclei.ai 
  2. Select "Configuration" > "Sources"
  3. Select "New"
  4. Select "Source Type", then select "Zoom Meetings"
  5. Add a "Description" to the feed
  6. Select "Save"

 

Uninstallation 

Nuclei

To pause or disable capture:

  1. Login to https://app.nuclei.ai 
  2. Select "Configuration" > "Sources"
  3. Select the desired "Zoom Meetings" feed
  4. De-select "Capture Enabled"

Zoom

To disable export from Zoom

  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. Disable the switch next to "Archive meetings and webinars" to deactivate the archive configuration.

 

 

Configuration 

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. Customize any other archiving related settings as desired. 
  8. 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.

 

Example Configuration

Once the Zoom Meeting and Webinar Archiving feature has been enabled by Zoom you will see the following configuration settings: 

 

General Settings

 

Example Configuration - Archive meeting chat only

 

Example Configuration - Archive all activity (audio, video, chat)

 

FAQ

How can I customize the Zoom archiving disclaimer? 

Please reference the Zoom configuration guide available here. 

 

How can I enable the JSON format? 

Meeting reactions, two-way chats in waiting rooms, webinar private chats and deleted messages can only be captured require upon activation of the JSON format in exports from Zoom. To have this feature enabled, contact Zoom Support.

 

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

Export Destinations

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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