A one-year data retention schedule for Zoom and MS Teams video recordings is coming October 2023

Mark Montgomery

In October 2023, UBC will implement an automated one-year retention policy for video recordings. This data retention schedule will affect all faculty, staff and student employees at both UBC Vancouver and UBC Okanagan campuses. This new policy is issued by UBC’s Records Management Office.

At this time only video recordings created in Microsoft Teams and Zoom are affected. The change is aimed at systems used for real-time, synchronous activity. Systems such as MS Teams and Zoom are not intended for long-term video storage.  

Users need to take action if they want to retain video recordings made using Zoom and MS Teams for longer than a year by moving video content they wish to keep to either Kaltura, UBC’s enterprise video storage solution, or to Microsoft OneDrive. For more information about video storage solutions, please read the Frequently Asked Questions.

While users are not required to move their videos, if they are more than one year old and no action is taken, these videos will be automatically destroyed according to the one-year automated retention schedule. 

Additional resources:

Where to go for information:

  • Please contact the IT Service Centre with any technical support requests or connect.
  • For all questions, concerns or other feedback regarding this policy, please contact UBC Records Management (records.management@ubc.ca).