How to Manage Your Zoom (and Other Video Conferencing) Recordings

Rebecca Rozakis
Updated December 2 2020
managing VOD from Zoom
Rebecca Rozakis
Updated December 2 2020

At this point, Zoom has become sufficiently ubiquitous that it’s entered the lexicon. The Zoom suit, Zoom fatigue, Zoom-bombing – everyone knows how to Zoom.

But while Zoom is handy video conferencing tool, it’s designed for real-time communications. What do you do once your class or meeting is over?

Why You Need Recordings of Your Live Events

Not every virtual meeting – whether it’s on Zoom, Webex, Teams, Kaltura Meetings, or anything else – needs a recording. But many do.

What are some of the reasons you might want to record your class, video conference, or virtual event?

  • Maybe some people missed it. Whether it’s a class that someone will have to make up or a meeting where a key stakeholder got called out at a critical point, someone might want to watch later and get caught up.
  • The material needs to be reviewed. Maybe you want to go back and check the action items list. Maybe it’s almost exam time and you want to brush up on the material from the beginning of the semester. One of the big advantages of virtual meetings and classes is that you can revisit them, and you’re not totally relying on your memory.
  • Knowing the video will be available later makes scheduling easier. Knowing going in that the meeting will be recorded lets people adjust their schedules. Time zones, conflicting meetings, personal issues – none of it’s a problem. Especially in a time when everyone’s off their regular routine, anything that gives people a little more flexibility can be a gift.
  • The recording is needed for compliance. Sometimes you need proof that something actually happened, or that specific terms were agreed to. Recordings make it possible to prove who was there and what was said.
  • Recordings open up more options for accessibility. Not everyone can afford live captioning or interpretation or translation for every event. But by adding captions or translations to the recording, it’s easier and cheaper to make material more available to everyone.
  • Recordings can be repurposed. Lectures, presentations, and events might be too bulky to use elsewhere as is – not everyone wants to watch an hour-long event. But you can edit recordings, creating clips and highlight reels, making your material into a source of multiple pieces of content for many different purposes.
  • Recordings make your event more valuable. There’s nothing like live. But once the live event is over, all the investment you sunk into creating it is gone. Recordings let you extend the value of that class, presentation, speech, webinar, or other event. When more people can watch and the material is available longer, you extend your reach. You can make a single event far more valuable.


how to manage zoom recordings

Why You Need a Better Way to Organize Your Event and Lecture Recordings

The problem with video conferencing platforms like Zoom, Teams, Webex, and so on, is that they’re video conferencing platforms, not video platforms. They’re focused on the live experience. While they all allow you to record the event, there isn’t much thought put into VOD beyond that. And that will create some problems if you want to get the most out of your recordings.

  • It’s hard to find things afterwards. Most platforms effectively either put all the recordings into one big pile for the whole organization, or lots of little piles, one for each user. There’s not a lot of metadata. And those piles get big, fast. If you don’t remember the name of the event or the date, you may be out of luck.
  • It’s not centralized. Trying to find the event a colleague ran a month ago? That’s even harder.
  • Storage gets expensive. Those piles of video get really expensive to store. Either you’re going to have to constantly go back and delete things, or you’re going to be paying a lot in storage fees.
  • There’s not a lot you can do with the recordings. These platforms are designed to create great live video experiences. If you want to change anything – edit, add captions or interactivity, anything like that – you’ll need to pull it out of the platform and then find it a new home elsewhere.
  • There’s not a lot of ways you can share the recordings. Some of the older platforms use proprietary formats instead of standard video files, which makes things really tricky. The newer ones do at least use standard formats, and can even let you email them to people. But embedding them as permanent parts of your site, putting them in a video portal, sending them through social, or integrating them into your tools can all be tough.

A Better Way to Handle Zoom Meetings Afterwards

A real video platform makes it easier to take the recordings from Zoom – or anywhere else – and keep them useful. With a full video platform, you can still use your video meeting tool of choice. But then the recording can automatically be pulled into a centralized video library you can control. This makes it easier to:

LMS Video Platform Hub for teaching and learning
  • Organize event recordings
  • Search for and actually find the meeting you’re thinking of
  • Store as many events as you need to at a reasonable price
  • Make recordings accessible with captions and accessible players, and add transcriptions and translations
  • Create new and exciting pieces of content by clipping, trimming, editing, and adding interactive elements (hotspots, quizzes, interactive video paths) to your recordings
Video LMS learning analytics
  • Share videos appropriately – whether inside or outside the organization, to just the groups of people you specify
  • Integrate videos easily and securely into your existing platforms and workflows, such as your LMS, external websites, and more
  • Get actionable analytics at both a granular level and a birds-eye view, so you can not only compare different recordings with each other but also dive into exactly how specific viewers engaged with the video
  • Manage videos across the entire lifecycle: where do they go? How long are they kept? Who’s allowed to watch them?
  • Deliver videos beautifully to any authorized device

Your organization is creating some amazing content. Wouldn’t it be nice if it didn’t just all disappear into the giant pile?