MIT Libraries Policy on Recording Meetings
Posted March 11, 2025
To support more inclusive Zoom meeting practices, the MIT Libraries will adopt Zoom recording tools for the recording needs of MIT Libraries’ meetings effective immediately. The suite of Zoom recording tools are supported by MIT IS&T, and MIT’s Zoom service has a legal agreement ensuring data privacy for recordings saved to the Cloud. Other recording tools are not supported by MIT and/or do not provide data privacy protections and therefore should not be used to record MIT Libraries' meetings.
Meeting hosts should record meetings using the Zoom “Record to the Cloud” feature for any meeting where there is a need to record.
Meetings, or portions of meetings, where sensitive and/or confidential information is discussed should not be recorded. In these cases, the meeting host should identify another method to share information, as needed, with colleagues who were not able to attend the meeting and/or who need accommodations.
Individuals should direct any requests to record or not record a specific meeting or portion of a meeting to the meeting host.
In addition to and/or in place of the standard Zoom recording, meeting hosts are encouraged to explore Zoom AI Companion features, especially Smart Recording and Meeting Summary, as a way to meet group and individual needs for meeting information. All Zoom AI Companion features are available as part of the MIT Zoom agreement and are covered by the same data privacy agreements.
Zoom AI Companion features can address a range of individual and organizational needs for more accessible, and productive meetings. These features include:
Meeting participants who wish to use one of the Zoom AI companion tools during a meeting should coordinate with the meeting host in advance.
Employees who require a reasonable accommodation based on a disability that is not adequately addressed by the Zoom recording tool and/or the Zoom AI Companion tools should contact MIT’s Disabilities Services and Medical Leaves Office (DSMLO).
Additional resources:
Activating, using, and requesting technical help with the AI companion
MIT Libraries Zoom Cloud Retention Policy
Posted March 11, 2025
Purpose
The MIT Libraries Zoom Cloud Retention Policy prescribes a retention period for Zoom cloud files - including recordings and transcripts - created by MIT Libraries staff. Zoom has robust features for video conferencing but is not equipped or intended to provide long-term storage or delivery of video content. Because MIT’s agreement with Zoom limits its cloud storage capacity, content must be removed regularly. Meeting hosts are expected to evaluate their Zoom cloud content on a routine basis and, if there is a compelling need to extend storage, move their files to MIT-approved solutions for long-term storage or delivery.
It is strongly recommended that recordings and transcripts are not substituted for agendas or meeting minutes. See Internal Communications Resources: Meeting Norms and Guidelines.
This policy applies to all MIT Libraries staff who host meetings on Zoom.
Retention Period
Zoom cloud files are moved to trash 30 days after creation, pending implementation by DLS.
Policy Managers: MIT Libraries Human Resources; MIT Libraries Information Technology Services (ITS); Records Management Program