Zoom Recordings and Transcripts Retention Policy

1. Purpose and Scope 

The purpose of this policy is to establish robust guidelines for the retention and management of Zoom recordings and transcripts within the California Community Colleges System/TechConnect (CCC TechConnect). This policy ensures strict compliance with all applicable laws and regulations, safeguarding sensitive information, and upholding data security standards. It applies to all employees, contractors, and users responsible for creating, accessing, or managing Zoom recordings on behalf of the California Community Colleges System. 

2. Legal Compliance 

The California Community Colleges System commits to strict adherence to relevant laws and regulations governing data retention and privacy. These include, but are not limited to, GDPR, CCPA, HIPAA, and other pertinent regional or industry-specific requirements. 

3. Retention Periods 

Zoom recordings and transcripts stored in Zoom's cloud for CCC TechConnect sub-account users (faculty, staff, admins) shall be systematically deleted one year after their recording date. 

4. Retention Review Process 

A comprehensive periodic review will be conducted to evaluate the ongoing necessity of retaining Zoom recordings and transcripts. Designated personnel, in collaboration with legal, compliance, IT, and business units, will assess if recordings and transcripts can be deleted or if retention periods require extension. 

5. Deletion Procedures 

Before a recording or transcript is deleted per this policy, affected users will receive timely email notifications: 

• 30 days in advance: Users will receive two biannual generated emails, scheduled for May 31st and November 30th. 
• After 30 days in the trash, Zoom will automatically and permanently expunge a recording/transcript. During this 30-day grace period, users may recover a deleted recording/transcript. However, once recovered, the recording/transcript must be promptly moved to local storage or another designated location within one week to ensure its retention. 

6. Recording Guidelines 

• Avoid recording and using transcripts on sessions involving clinical or electronic protected health information. 
• Record/use transcripts only with a compelling reason (e.g., future student viewing or compiling meeting minutes). 
• Inform meeting participants before recording/using transcripts and obtain their consent. 
• Retain recordings/transcripts for the shortest necessary period and delete them when no longer needed. 
• Regularly review and move/delete recordings/transcripts in line with CCC TechConnect’s guidelines. 

7. Policy Enforcement and Monitoring 

CCC TechConnect will rigorously enforce this retention policy through regular monitoring, audits, and follow up corrective measures for non-compliance. 

8. Policy Review and Updates 

This retention policy will undergo periodic review and updates to reflect changes in laws, regulations, technology, or organizational requirements. 

9. Documentation and Records 

Designated personnel will meticulously maintain documentation of this retention policy, including any revisions, approvals, and audit trails. Records of retention schedules, deletion activities, access logs, and compliance assessments will be retained in accordance with applicable retention periods. 

By adhering to this Zoom recordings retention policy, CCC TechConnect is committed to ensuring responsible and compliant management of recorded meetings and classes. All personnel are expected to familiarize themselves with this policy and fulfill their obligations to protect the privacy and security of Zoom recordings and transcripts within CCC TechConnect. 


                                                                                                                                                   July 2024 v1.0