Recording Meetings and Classes

Faculty and staff should only record an electronically held class or meeting if it would have been recorded in-person. There is no requirement to record.

If you do choose to record a meeting or class, you are creating a record. Recordings document university business and should be disposed of according to the retention schedules. Recordings may be discoverable under the Freedom of Information Act or for investigative purposes.

Retention

Recordings may fall into one of several records series. The most common are:

• 101-100361 Recordings: Historically Significance must be retained permanently. These include meetings of the Board of Visitors, staff and faculty senates, and University-sponsored town halls.
• 101-100362 Recordings: Staff and Other Meetings: Destroy these recordings after administrative value ends.
• 111-101081 Course Materials and Student Assignments: This includes audio and visual recordings of class sessions. Destroy these recordings one year after the course ends.

Other recordings (such as those related to hiring and search, created for research purposes, etc.) should be retained according to the applicable record series.

Storage

Recordings created in Zoom (cloud storage only) and Teams (saved in OneDrive) are automatically deleted after 180 days.

You should move recordings that must be retained longer to another location, such as a shared drive or Teams site. Do not save recordings with on-going value to your hard drive.