Overview
The recommended method for storing videos recorded through Zoom will vary based on your role at the University of Richmond.
With a click of a button, Zoom web conferencing allows a meeting moderator to record shared documents and conversations from all meeting participants. By default, the resulting video files are stored on your local desktop/laptop machine in .mp4 format. These files might contain information that is considered intellectual property or confidential and private to the participants of that meeting or the University. As a result, storage and sharing of a recorded video may be restricted by federal, state, and privacy laws.
CAUTION: Just because it is easy to record a Zoom meeting, doesn't mean it is advised to do so. Following are a few best practices to safeguard the privacy and confidentiality of our students, faculty, staff, and University.
Details
Faculty
Due to limited space in our Blackboard environment, faculty are strongly encouraged not to directly upload Zoom videos to Blackboard content areas, and instead are encouraged to use Panopto, where the University has planned storage capacity in support of academic recording.
- DO: Recordings of classroom meetings/discussions that you wish to share with students should be uploaded to Panopto within Blackboard
- We recommend using the Panopto Videos tool within Blackboard to upload any recorded videos to your course.
- Instructions to configure your Blackboard course for Panopto are here
- Instructions to upload Zoom videos to Blackboard through Panopto are here
- DO: If you need to receive video submissions from your students, follow these instructions to set up inbox and outbox folders in Box. If you need to share a student's submission with the rest of your class, upload the video to Blackboard through Panopto.
- Note: Faculty who record classes may wish to tell their students that videos should only be accessed via Blackboard and that students should not share this content with others. Faculty may want to add this admonition to their syllabi as well.
- DON'T: Using other video storage options or recording administrative meetings is STRONGLY DISCOURAGED.
Students
- DO: The recommended method for sharing video submissions with your instructors is through Box. If your instructor has created an inbox folder, you can submit your videos there. Otherwise, upload your video to Box and edit the sharing settings to include your instructor.
- DON'T: To avoid violating someone else's privacy and/or federal and state laws, videos of non-academic discussions should NOT be recorded or shared without prior permission from each meeting participant.
Staff
- DO: Published public events are typically the only reason for a staff member to record a Zoom meeting. These are typically published via links on University web pages for public access.
- DON'T: If you wouldn't ordinarily record a face-to-face staff meeting, you shouldn't record a virtual staff meeting. Recordings of administrative meetings are STRONGLY DISCOURAGED.
Events
If you are conducting a meeting or webinar for a large group of participants and want to record the event, please follow these existing best practices:
- Please be sure to confer with the University Event’s Office. The event should be scheduled, even though it is being planned virtually.
- The sponsoring department is responsible for obtaining all the pertinent permissions to record and use the video asset. Event support is requested and coordinated through the University’s Office of Event Support: http://events.richmond.edu/.
- Please be aware that requests for technical assistance may include the need for billable resources. Please contact Telecom and Multimedia Support Services (TMSS) at extension 6500 or telecom@richmond.edu for more information.
- A video consent release form may be required by the University. Please submit this form to the TMSS office in advance of the webinar.
See Also
Visit the IS Security site for guidance on securing your Zoom session to prevent uninvited attendees from joining or disrupting your meeting.