University IT
Zoom Lifecycle Management Project
Overview
Stanford is introducing a university-wide retention policy for Zoom digital assets (i.e., cloud recordings, transcripts, and AI summaries) to reduce risk and improve data stewardship.
As part of the Zoom Lifecycle Management Project, University IT (UIT) will implement new automated procedures to delete and archive older Zoom assets based on retention timelines. If there are assets you want to retain, you can download them from your Zoom cloud storage or request an exception to preserve specific content beyond the retention period.
Additional guidance, FAQs, and process details are currently being developed and will be added to this site as they become available.
Timeline
- May-August 2026Discovery and awareness building
- August 2026Retention policy approval
- September 2026User acceptance testing (UAT)
- October 2026-February 2027Phased retroactive cleanup
What actions to take
Review your Zoom assets
More information coming soon.
Download what you want to keep
More information coming soon.
Mark exceptions where needed
More information coming soon.
FAQs
What types of Zoom assets are included in the policy?
The policy applies to Zoom cloud recordings, audio transcripts, captions, chat files, and AI-generated meeting summaries stored in Zoom cloud storage.
How long will Zoom recordings and transcripts be retained?
Retention timelines will be defined as part of the university-wide policy. Additional details will be shared before enforcement begins.
What happens when content reaches the retention limit?
When content reaches the retention limit, it will be archived or deleted in accordance with the retention policy. We are currently developing the technical solution and process for how this will be managed and communicated. Additional details, including timelines and user notifications, will be shared as they become available.
Will recordings be automatically deleted or archived?
Yes. Automated lifecycle management processes will archive or delete eligible content based on established retention timelines.
Can deleted recordings be recovered?
Once deleted, recordings and associated assets may be recoverable for up to 30 days. After 30 days, the content is not recoverable. We encourage you to review and save important content before retention deadlines.
Does this apply to local recordings saved on my computer?
No. The policy applies only to assets stored in Stanford-managed Zoom cloud storage. Local recordings saved to personal or departmental storage are not directly affected.
How will I know if my content is scheduled for deletion?
You will receive advance communication and notifications before automated deletion or archival actions occur.
Where can I learn more about approved storage solutions?
Explore UIT’s storage recommendations.
Can I request an exception to keep certain recordings longer?
Yes. Stanford will provide a formal exception and extension process for eligible content that requires retention beyond the standard policy timeline.
How do I flag exceptions to keep certain recordings longer?
More information on this process is coming soon.
How long do exceptions last?
More information on this process is coming soon.
How do you transfer ownership of an asset when the original owner leaves Stanford?
More information on this process is coming soon.
Meet the teams or get support
Core project team
- Aaron Drake
- Alex Chirov
- Dinika Joshi
- Grace Quadro
- Jim Hofen
- Molly Sharp
- Rachel Manongdo
- Randis Graham
- Sam Steinhardt
- Tom McMurtry
Campus partners
- Aaron Cole
- Alan Phan
- Amit Srivastava
- Bao Tran
- Bob Burkhardt
- Brian Favat
- Britta Buehnemann
- Cheryl Lock
- Chris Rose
- David Gregory
- David Jeng
- Deni Wicklund
- Diane Lopez
- Edward Andrew Rocha
- Elisha Sullivan
- Eric Liu
- Eva Szabadi
- Hope Johnson
- James Shinbashi
- Jamie Martinez
- Jan Morrill
- Jeremy Fife
- John Borghi
- Jonathon Lee
- Laura Chicchi
- Lydia Li
- Maria Maravilla
- Mark Mannia
- Mary Dougherty
- Michael Olson
- Michael Wakefield
- Michelle Mason
- Molly Sharp
- Nelia Lanets
- Noyd Cooper
- Paarth Shukla
- Paul Michael David
- Rebecca Jantzen
- Robert DeArmond
- Ryan Leib
- Shawn Smith
- Soledad Merlo
- Stephen Wong
- Tain Barzso
- Tem Velasquez Ysmael
- Tim Keely
- Tom McMurtry
- Uy Chu
- Varun Kenneth Tansuwan
Get support
Support is available if you need it.
- If you need support, please submit a Help request.
- Explore storage solutions at Stanford.
