Zoom and Microsoft Teams video retention policy announced

October 28, 2022 at 10:15 am

This post was updated on October 25, 2023 to reflect the new start date for the Zoom video retention policy.

Starting in October 2023 and March 2024 respectively, UBC will begin removing video recordings from Microsoft Teams and Zoom automatically, one year after each video is recorded. This new video retention policy will affect all faculty, staff, and student employees who use UBC accounts to record with these tools.

Why videos will be removed

Zoom and Microsoft Teams are tools intended for real-time, synchronous activities, rather than long-term video storage. Using these tools for long-term video storage poses challenges for the university—adding operational inefficiencies, increasing storage costs, and complicating compliance with privacy requirements.

UBC supports other tools that are intended for long-term video storage. Storing videos on the media platform Kaltura or the file-hosting service Microsoft OneDrive ensures that these files can be kept for the long term in a sustainable way.

What you need to know to prepare

If you want to keep Zoom and Microsoft Teams video recordings for the long term, you will need to change how they are stored. Instructions are provided in the accordions below.

Please note that changes for existing Microsoft Teams videos must be completed before October 31, 2023 for

  • any Microsoft Teams videos that will be a year old at the time.

Changes for existing Zoom videos must be completed before March 31, 2024 for

  • any Zoom videos that will be a year or more old at the time.

Details for each tool

How Zoom videos will be affected

On March 31, 2024, Zoom videos that are a year or more old will automatically be moved to the Zoom trash.

After March 31, 2024, videos will be moved to the trash in Zoom one year after they are recorded. The owner of the video will have 30 days to restore the video from the trash. Restoring the video will allow you to move or update it; restoring is not intended as a long-term storage solution.

After the 30 days have passed, videos left in the trash will be permanently deleted.

How to move your Zoom videos

Move your Zoom videos to UBC’s media platform Kaltura, where you can continue to share them with others by sending a link to the video or by embedding the video directly in Canvas.

  1. Download your video from Zoom
  2. Add the downloaded video (.mp4 file) to Kaltura

How Microsoft Teams videos will be affected

On October 31, 2023, Microsoft Teams videos that are a year old will automatically be moved to the recycling bin. However, Microsoft Teams videos that are more than a year old (recorded before October 31, 2022) will not be removed or affected in any way.

After October 31, 2023, videos will be moved to the recycling bin in Microsoft Teams one year after they are recorded. The owner of the video will have 90 days to restore the video from the bin. Restoring the video will allow you to move or update it; restoring is not intended as a long-term storage solution.

After the 90 days have passed, videos left in the bin will be permanently deleted.

How to update your Microsoft Teams video settings

Microsoft Teams videos are stored in Microsoft OneDrive, so you will not need to move them anywhere to store them for the long term. However, after October 31, 2022, you will need to update the expiration date that Microsoft Teams will automatically add to new videos.

  1. Edit the expiration date of a video recorded in Microsoft Teams

Where to get additional support

Please contact the UBC IT Service Centre Help Desk for technical support, or email UBC Records Management with policy questions.

Posted in Microsoft Teams News, Zoom News