Recording Zoom Meetings in Conference Rooms (Crestron)
Overview
When recording Zoom meetings in BYU‑Idaho conference rooms (Crestron‑enabled), the recording owner is always a person, not the room. By default, the host (or the signed‑in user) owns the cloud recording and is responsible for sharing and retention. Conference rooms are not configured as shared repositories for recordings. This article explains who owns the recording, where it is stored, how to share safely, and what workflows are supported.
Key takeaway: For room meetings, designate one responsible user to host and own the recording, then share it with attendees. This ensures proper governance, FERPA compliance, and clear accountability.
When to Use This Article
Use this guide if you:
- Recorded (or plan to record) a meeting in a BYU‑Idaho conference room and need to access or share the recording.
- Want to understand who owns the recording and where to find it.
- Need to establish a repeatable, compliant workflow for department recordings.
Policy & Governance Notes
- Ownership: Cloud recordings are owned by the meeting host or the signed‑in user who initiates recording.
- Rooms are not repositories: BYU‑Idaho does not support making a room act as a public or department‑wide recording store.
- FERPA & Privacy: Broad/automatic sharing from a room can expose sensitive content. Sharing must be intentional and limited to those who need access.
- Retention: Recording retention and deletion follow the owner’s account policies. A responsible owner must be identifiable.
- Security: Avoid ad‑hoc practices that obscure ownership (e.g., shared credentials). Use designated owners or approved departmental workflows.
Warning: Do not attempt to configure room systems to auto‑share recordings to “everyone” or an entire department. This can violate FERPA, privacy, and institutional data governance. If you have unique needs, contact Tier 3 (Messaging & Collaboration) for an approved solution.
How Recording Ownership Works in Rooms
- QR Code Sign‑In on Crestron: If a user signs in on the room’s Crestron/Zoom interface via QR code and starts the cloud recording, that user becomes the recording owner.
- Scheduled Meetings with a Host: If the meeting is scheduled in Zoom and the room joins, the meeting host remains the recording owner when cloud recording is used.
- The Room Account: Room systems do not own or store cloud recordings in a way that is available to all users. The owner is always a person.
Where to Find Your Cloud Recording
- Go to My Media (https://video.byui.edu/my-media).
Tip: If you don’t see the recording, verify who the host was. The host’s account owns the recording and must share access.
Sharing the Recording (Safely)
Follow the instructions in the "Share/Download Zoom Recordings" article.
Common Scenarios & Fixes
“I recorded in a room but can’t find the recording.”
- You might not be the host or the signed‑in recorder.
- Check the original meeting invitation to confirm the host.
- Contact the host and ask them to share the recording.
- If you still can’t determine the host, contact the IT Service Desk with the date, time, room, and meeting topic.
“We want the department to see all room recordings automatically.”
- Not supported. Rooms may be used by multiple units or classes; auto‑sharing risks privacy and FERPA issues.
- Instead, have the recording owner share to a defined group.
“Can the room itself own the recording for open access?”
- No. Room accounts are not configured as general repositories. Use a human owner and share intentionally.
FAQs
Q: Can we set up a room to always record and share to everyone in my college?
A: No. Use a designated owner and share to a defined group. This preserves privacy and ensures proper retention.
Q: Can the owner give someone else control of the recording?
A: Owners can share access in Zoom. Ownership transfer is limited and should follow governance rules—contact Tier 3 for guidance.
Q: What if we need a long‑term archive of department recordings?
A: Work with Tier 3 to design an approved storage and access pattern (e.g., consistent owner, group permissions, and retention policy).