Zoom
Getting More with Zoom Workplace
GW IT is transitioning to Zoom Workplace as our primary communication platform for phones, web conferencing, and more. The transition provides enhanced features, creates a more unified experience, and optimizes resources by simplifying the support of multiple platforms. This is a multi-year project that includes moving all phone and voice services and retiring Webex.
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Data Classification & Retention
- Teleconferencing: May be used with Public, Restricted and Regulated data.
- Storage of recordings, transcripts and documents: May be used to store Public and Restricted data. Recordings, documents and teleconference transcripts containing university Regulated data should not be stored in Zoom but moved to GW Box .
Zoom Chat Retention
To maintain system performance and manage storage, Zoom automatically archives and deletes inactive chats and channels based on the following timelines.
Chat Type | Archiving (Read-Only) | Zoom Cloud Storage Deletion |
|---|---|---|
| 1-to-1 Chats (Direct Messages) | Not auto-archived | Deleted from Zoom Cloud storage 2 years after they are sent. |
| Group Chats | Auto-archives after 6 months of inactivity. Moves to a hidden section in the Zoom sidebar. | Deleted from Zoom Cloud storage 2 years after they are sent. |
| Channels | Auto-archives after 6 months of inactivity. Can be manually unarchived by the owner. | Deleted from Zoom Cloud storage 2 years after they are sent. |
| Meeting Chat (Continuous) | These chats are linked to a recurring meeting series. If the meeting series ends or the chat is unused for 2 months, it will be auto-archived. | Deleted from Zoom Cloud storage 2 years after they are sent. |
| Shared Spaces (used to organize channels) | Auto-archives after 6 months of inactivity | Deleted from Zoom Cloud storage 2 years after they are sent. |
- What happens when a channel is archived?
- The channel becomes read‑only for all members.
- It is hidden from the main sidebar but remains searchable.
- Chat history is preserved.
Note: Channel owners may manually archive a channel when it’s no longer needed.
- Activate an archived channel
- A channel owner can manually unarchive a channel at any time.
- If a channel is unarchived but no one posts in it within 12 hours, it will automatically be archived again. To keep the channel active after unarchiving, a user must post a message to reset the auto‑archive timer.
- Posting a new message in an archived channel will automatically reactivate the channel.
- A channel owner can manually unarchive a channel at any time.
- Deleting Channels
Shared Spaces can be deleted by the space owner or a Zoom admin.
- Within a Shared Space, the “General” channel:
- Is automatically created and synced to the space’s membership
- Cannot be renamed or deleted
- Other channels within a Shared Space can be deleted by the channel owner or an admin.
- Any messages or attachments saved locally on a computer or mobile device not be affected, deletion applies only data stored in Zoom.
- Within a Shared Space, the “General” channel:
Features
Zoom may be used as a virtual classroom platform, allowing faculty members to conduct online lectures, hold interactive discussions, and facilitate student engagement through features like screen sharing, chat, and breakout rooms.
Zoom may also be used for administrative meetings, virtual office hours, student group collaborations, and guest lectures, providing a versatile and accessible solution for virtual communication and collaboration.
Artificial Intelligence
Zoom uses a generative AI technology called Zoom AI Companion to enhance productivity. It can generate meeting summaries, assist with chat composition, and offer smart recording features, among other functionalities.
To ensure security and compliance, only AI tools officially supported by Zoom, such as Zoom AI Companion, transcription and translation features, and Zoom Chat bots, are approved for use within GW Zoom. Learn more about AI Bots in Zoom.
- Restricting AI in Zoom Meetings
- More information on Generative AI
- Review AI Guidance & Best Practices to ensure responsible use and data protection
Data remains secure and is not used to train public AI models while you are logged in with your GW account.
Resources
- GW Zoom Guide
- Getting Started with Zoom
- Web Conferencing Storage Guidelines
- Authorizing Zoom in Google Calendar
- Zoom Library of Video Tutorials
- LinkedIn Learning Courses and Videos
Zoom Phone Resources
- GW Phone Services
- Zoom Phone - Getting Started
- Zoom Phone - Emergency Address Setup
- Zoom Phone Migration - Quick Start Guide
- Zoom Phone - SMS Feature
- How to Uninstall MyE911
- Blocking unwanted phone numbers from the Zoom app
Zoom Scheduler Resources
Zoom Scheduler, included with the GW Zoom license for faculty and staff, combines the functionality of tools like Calendly and Doodle Poll, without the need for separate apps.
- Get Started with Zoom Scheduler
- Zoom Scheduler FAQ
- Creating and sharing a Zoom Scheduler availability poll
- Zoom Scheduler Training (Video)
Support
Available to
- Staff
- Faculty
- Student
- Wage and Affiliate in Zoom Grouper Group with Approval
Note: Zoom licenses are not available to Medical Faculty Associates (MFA).
