Zoom Configuration Settings
Configuration Settings for Zoom Accounts
Draft Version 2020-04-01
The following information has been gleaned from the configuration information on the Zoom website
Account Details
A paid Zoom account will have three types of users:
- Administrators
- Pro Users – these are ‘licensed’ users who have the ability to host larger and longer meetings
- Basic Users - free/basic users who can attend your meetings and have limited options to host their own meetings
Location of Stored Information
There is a suggestion in the new Zoom privacy policy that it is possible to define the cloud location of storage for documents and recordings. You may wish to investigate this when setting up your contract.
Consolidation of Accounts
If you are planning to run an account for your department you can encourage other accounts in the department to consolidate and merge
https://support.zoom.us/hc/en-us/articles/360035969131-Account-Consolidation-with-Managed-Domain
Administrator Responsibilities
- Awareness of privacy and security implications of a Zoom account, communicating these to users where appropriate
- Administer settings for the account using the guide below – contacting your local helpdesk for further help and advice if necessary
- Administering users – including adding and removing pro users as appropriate
- Administer Groups with certain settings enabled if required, ensuring that members of groups understand the additional responsibilities arising from these settings
- If Cloud services are enabled, ensuring that content is deleted regularly
- Respecting the confidentiality of information available to them on the administrator dashboards
- Acting promptly on any further advice from the University on the use of Zoom / video conferencing tools
- Advise all users on conducting and configuring meetings safely – e.g.: https://it.cornell.edu/zoom/keep-zoom-meetings-private
Recommended Settings
As an administrator you can control many of the privacy and security settings for the entire account. These can be set as ‘default’ (so the user can still adjust them) or ‘locked’ so that they are set and not adjustable for all users in the account.
You may need to make some exceptions to the rules for a few users. In this case you will need to use ‘tiered settings’, in order to ensure that options are locked off for most users but available to be turned on for your limited group of users. You should consider this possibility when you first set up the account.
It is your responsibility to ensure that this is administered correctly.
Full details of the settings can be found here:
- https://support.zoom.us/hc/en-us/sections/200305483-Admin-Management
- https://support.zoom.us/hc/en-us/articles/201363253-Account-settings
Sharing Documents during a meeting
Setting |
Configuration |
Link |
Notes |
File Transfer |
Turn OFF & LOCK |
|
If sharing documents is absolutely necessary, this can be allowed for a small group provided that a suitable cloud location has been negotiated and that the group members are aware of their responsibilities.
Recordings
Setting |
Configuration |
Link |
Notes |
Local Recording |
Turn OFF & LOCK |
Recording is only appropriate under certain circumstances. |
|
Cloud Recording |
Turn OFF & LOCK |
|
|
Automatic Recording |
Turn OFF & LOCK |
|
|
Consent to be Recorded |
Turn OFF & LOCK |
https://support.zoom.us/hc/en-us/articles/360026909191#h_0dd2a6aa-c2d2-45c3-be1e-216edb9a25b1 |
The consent process offered is not valid under GDPR. |
Hosts who have a valid reason to record a meeting should be added to a group with Local Recording turned on. They should be given advice on appropriate settings for local recording, relevant security and retention requirements, and processes for obtaining consent.
It may be possible to allow cloud recording for this group, if an appropriate cloud location has been negotiated. In this case you should also review the Cloud settings including retention periods.
Chats
Setting |
Configuration |
Link |
Notes |
Private Chat |
Turn OFF & LOCK |
Participant to participant chat could be saved and viewed by others, therefore may not be strictly private
|
|
Auto-saving Chat |
Turn OFF & LOCK |
Chat is auto-saved to the Cloud |
|
|
|
|
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Attention Tracking
Setting |
Configuration |
Link |
Notes |
Attention Tracking |
Turn OFF & LOCK |
Monitoring of participants by the host. There is no reason or lawful basis to do this. |
Advice for Hosts on Recording
We will prepare some advice for recording meetings including obtaining consent (if necessary)
- Recording locally allows you to record each voice separately - this should be turned off
Making Exceptions for a Group
- Configure the account settings according to the recommendations above
- Set a default group for all new members
- https://support.zoom.us/hc/en-us/articles/204519819-Managing-user-groups
- Changing advanced group user settings
- Lock settings according to the recommendations above for this default group
- Set up a group for exceptions
- Configure the account settings as required for this exceptions group
- Remove relevant users from the default group and assign them to the exceptions group
Integrations
We are making enquiries about integrations such as SSO, Panopto, Outlook, OneDrive and Canvas. Please leave these options turned off for the time-being.