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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:

 Sharing Documents during a meeting

 

Setting

Configuration

Link

Notes

File Transfer

Turn OFF & LOCK

https://support.zoom.us/hc/en-us/articles/209605493

  1. University information should not be transferred to a US Cloud server
  2. Risk of accidentally sharing confidential information via this route

 

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

https://support.zoom.us/hc/en-us/articles/201362473

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

https://support.zoom.us/hc/en-us/articles/203650445

Participant to participant chat could be saved and viewed by others, therefore may not be strictly private

 

Auto-saving Chat

Turn OFF & LOCK

https://support.zoom.us/hc/en-us/articles/203650445

Chat is auto-saved to the Cloud

 

 

 

 

 

Attention Tracking

 

Setting

Configuration

Link

Notes

Attention Tracking

Turn OFF & LOCK

https://support.zoom.us/hc/en-us/articles/115000538083

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

  1. Configure the account settings according to the recommendations above
  2. Set a default group for all new members
    1. https://support.zoom.us/hc/en-us/articles/204519819-Managing-user-groups
    2. Changing advanced group user settings
  3. Lock settings according to the recommendations above for this default group
  4. Set up a group for exceptions
  5. Configure the account settings as required for this exceptions group
  6. 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.