Record Your Zoom Meetings and Share Them
Recording Your Zoom Meetings
Instructors are encouraged to notify their students, either verbally or with a note in the course syllabus, that their classes are being recorded, and that the resulting videos are only intended for educational uses.
All VCU Zoom users have the ability to record their meetings on the PC or laptop they use to host them. In addition, Cloud Recording is enabled for users on the VCU Zoom “Main” (education) account.
PLEASE NOTE: Users on the "HIPAA" sub-account are locked out of the Cloud Recording feature to ensure compliance with HIPAA regulations. Users are placed on the HIPAA sub-account if they fall under a business unit that is likely to deal with HIPAA-related data, typically health-related departments and schools. Working with the Information Security Office, those units have been determined to include: the Schools of Medicine, Nursing, Pharmacy and Dentistry, the College of Health Professions, the Massey Cancer Center, the VP for Health Sciences, VP for Research, the Department of Psychology and the Partnership for People with Disabilities. These users still have the option of recording to their computers and uploading the files to VCU Kaltura or other servers (see below) but cannot write files to the Zoom server.
If you need additional options for recording Zoom meetings using the Kaltura integration, please contact your department's technology manager for assistance.
How to Use "Local" Recording
A "local" recording is one that's saved to the device hosting your meeting. This could be a PC or laptop, but not a mobile device. Choose "Record on the Computer" and an MP4 video file will be saved to your hard drive. As soon as you end the meeting, the file will begin processing; the longer your meeting was, the longer it will take to write the file, so it's important to give it time to finish. If you power off your device before the process completes, you may experience issues.
When the file is complete, a window will appear directing you to its location, but if you need to look for it later, the default location will be "C:\users\[your eID]\Documents\Zoom", in a folder labeled with the meeting date and time. If you prefer, you can change the default location by launching a meeting and going to "Settings > Recording > Local Recording" to assign a new destination.
If you do end up turning off your device, losing power or experiencing other system failures while your recording is being processed, you may need to recover your file using this process: Conduct a search for files labeled "double_click_to_convert_01" and "double_click_to_convert_02", then relocate those files to a folder that contains no other files and double-click on the one labeled "_01." This will relaunch the process required to compile your video.
How to Use Cloud Recording
If Cloud Recording is enabled for your Zoom account, your recordings will be automatically updated to your Kaltura account for storage and sharing.
To begin, click on the "Record" button while in a meeting and select the "Record to the Cloud" option.
The recording will be saved to VCU Kaltura under "My Media." There, you'll see your videos listed based on their creation date. Your newly created Zoom video should be at the top of the list. There may be a delay while the video is processed, so please be patient.
How to Share Kaltura Videos
- Go to the VCU Kaltura page (go.vcu.edu/video)
- Click on the desired video to access its settings.
- Using the "Action" pulldown menu, choose "Publish."
- When your video loads to Kaltura, the Publishing level defaults to "Private," which means only you as the owner can access the video. Change this to "Unlisted" to allow viewing by persons you share the link with. Or change it to "Published" if you want the video to show up in keyword searches. (If you choose this option, you'll need to choose a couple of keywords to assist users when they search).
When you've made your choice, press "save".
- Once this is done, go to the "Sharing" tab to get a URL you can share with your audience via e-mail, webpage or other methods. Or choose "embed" to get the code you need to insert your video directly into an HTML page
Manually Upload Zoom Videos to Kaltura
For those users on the HIPAA sub-account who will not have access to Cloud Recording, it's still possible to host and share your videos from Kaltura.
- Choose the "Record" option while in a Zoom meeting.
- When you end the Zoom meeting, the recording will be written to your hard drive. When complete, a pop-up window will show you where to find the file (it's saved as an MP4 video file).
- Visit go.vcu.edu/video to access your Kaltura account.
- Choose "Add New" from the top menu, select "Media Upload" and point to the file you want to upload.
- If the content of your video includes information covered by the HIPAA Privacy Rule, be sure to select "Category 1" from the following menu option to ensure compliance:
- Follow the steps in the previous section (above), "Share Kaltura Videos".
Can't find your Zoom Recordings?
This helpful article in the Zoom Knowledge Base explains how to find your recordings.