Our agency has been using Zoom to host all of our meetings and training during the time of COVID-19. We have recordings, chats and Q&A’s from each of the meetings. The platform has the ability to save the information indefinitely but we don’t know if we want to maintain it forever. What guidance does the Utah State Archives have in regards to the retention schedules for platforms such as Zoom, WebEx, Google Hangouts, or Microsoft Teams?
Hello Anonymous Zoomer,
Do these platforms automatically record and capture records for these meetings or do you have the option to not create the additional records? Remember that just because you can create a record, doesn’t mean you need to. If you weren’t recording the in-person meetings before COVID-19, you might not need to capture a recording now. If you must capture the recordings of the meetings, they—along with the chats and Q&A’s—should follow the same retention schedules used for in-person meeting records. Here are some possibilities; the participants, purpose, and content of the meeting or training will determine which would apply: Internal committee records (GRS-1725), Executive internal committee records (GRS-1726) Training aids (GRS-1951).