Automatic Archive and Delete Procedures in Panopto

Since March 2020, all Georgetown users who made Zoom Cloud recordings had them automatically copied into their Georgetown Panopto account. This service was universally enabled for all Georgetown Zoom users.

In July 2023, the universal copy process from Zoom into Panopto has ended for all Georgetown users. Also starting in July 2023, Zoom Cloud recordings in Panopto were automatically copied into your Panopto account and have not been viewed in over 1 year will be moved into your Panopto archive on a monthly basis.

January 10, 2024

Starting January 10, 2024 Zoom Cloud recordings in your Panopto archive that are older than 2 years will be deleted on a monthly basis.

What do I need to do?

  • If you do not wish to retain your older Zoom Cloud recordings in Panopto then no action is necessary.
  • If you wish to prevent your Zoom Cloud recordings that were copied to Panopto and have not been viewed in over 1 year from being archived then you (or your viewers) simply need to watch them in Panopto.
  • If you want to have your Zoom Cloud recordings automatically copied into Panopto then you need to opt in to the service.
  • If you wish to prevent your Zoom Cloud recordings that have already been archived in Panopto archive from being deleted, then you (or your viewers) will need to restore them and watch them in Panopto. Note: The process to restore recordings in Panopto can take up to 48 hours, so don’t wait until the last day to restore them.

FAQs

We will archive Zoom Cloud recordings that haven’t been viewed in over 1 year on a monthly basis. This action will take place at the end of each month. This means, by the end of each month expect to find your older Zoom cloud recordings in Panopto that haven’t been viewed in over 1 year to be automatically placed in your Panopto archive.

We recommend you check your Panopto account monthly to review and restore any archived Zoom Cloud recordings that you want to continue to use in Panopto.

Starting January 10, 2024 any Zoom Cloud recordings older than 2 years in your Panopto archive will be deleted on a monthly basis. Once a recording is deleted from the archive it is permanently deleted. Panopto support will not be able to recover the recording once it’s deleted from the archive.

Follow our guide if you wish to download and retain offline versions (mp4) of your Zoom Cloud recordings from Panopto. If you don’t know where your Zoom Cloud recordings are located in Panopto, check out our help page on how to Find your Zoom Cloud recordings in Panopto.

After July 10, 2023 you might need to restore your older Zoom Cloud recordings that have been moved to the Panopto archive.

Note: Only owners (creators) of Panopto recordings can download recordings from Panopto. By default, students are not permitted to download Panopto recordings. If you have enabled Panopto in your Canvas course then any co-instructors, TAs, Designers who have access to the course will also be permitted to download recordings.

When a recording is archived, the share permissions in Panopto are kept intact, and as such, creators and viewers who have access to the Panopto recording will be able to restore it ​​from the Panopto archive. It can take up to 48 hours to restore content from the archive. Once restored it will be available to view.

The creator will receive an email notification when a recording has been restored. The email will include a link to the restored recording and information on who requested the recording.

Panopto no longer offers unlimited storage, and we now use up three times the amount of the storage space our license allows. Fortunately, most Zoom Cloud recordings in Panopto have never been viewed once, even by their owners.

UIS is taking steps to ensure that faculty members can preserve the recordings they need while still adhering to terms of our Panopto contract.

Our policy going forward:

  • Zoom Cloud recordings will stay in Zoom for one year.
  • Zoom Cloud recordings that are automatically copied into Panopto and have not been viewed in over 1 year will stay in Panopto for two years.

As always, university usage and vendor policy changes may cause us to again revisit these policies.

Unfortunately, no. The process to archive old Zoom Cloud recording will be done automatically and start on July 10, 2023. We recommend you check your Panopto account after this date to review and restore any archived recordings that you want to continue to use in Panopto.

Then, on January 10, 2024 any Zoom Cloud recordings older than 2 years in your Panopto archive will be deleted. There will be no notification from Panopto around these actions.

Note: When an archived recording is restored in Panopto, its creator will receive an email notification. The email will include a link to the restored recording and information on who restored the recording. Creators and viewers who have access to the Panopto recording will be able to restore it ​​from the Panopto archive.

Visit the Georgetown Panopto support page: https://uis.georgetown.edu/panopto/support/

email: panopto@georgetown.edu

Register for the online EdTech Office Hours: https://www.georgetown.edu/events/calendar/uis