Zoom has been a savior of us all in these turbulent times by helping us connect virtually. However, as much as having meetings on Zoom is convenient, it also starts to become a hassle once you have a lot of meetings recorded that you need to share ahead with different team members or even some with the whole organization.
There are two basic methods of sharing recordings on Zoom. For free users, the only way to share it forward is first to download the recording on their local drive and then share that either directly or through an online drive like Google Drive. For paid users, a slightly more convenient option is to enable automatic recording and uploading of the meeting on Zoom cloud. This method’s processing time varies, though, based on the meeting time and generally takes twice the meeting time for it to be ready to be shared forward. Still, both these recording sharing methods have several problems, especially for large organizations with an overload of recordings.
Challenges with Sharing and Managing Recorded Meetings Through Zoom
- User Management
While sharing recordings through Zoom, you cannot manage users or control who can view which recordings. The recordings or the shareable link can also be transferred forward without any restrictions. The max security possible in Zoom cloud is that you can choose only your organization’s authenticated users to view your recordings, restrict them from downloading these videos, and enable password protection. Creating different levels of users or department-wise division is not possible.
- Lack of Video Content Library and Playback Capabilities
Zoom has no options for playback of the recording videos. Only the host who recorded the videos can view them on their account to share them forward. It does not have a content library where all videos can be stored and viewed by relevant viewers. The videos are also not transcoded into different formats and resolution levels according to the different organizations’ needs. Therefore, users may face difficulties if their bandwidth is low or are viewing on a phone or tablet that doesn’t support the video format. They will essentially have to download the video every time to watch it.
- Video cannot be Interactive
Zoom only shares forward videos in their most basic state. There are no options for editing the videos before sharing ahead so it is also not possible to add various interactive features like quizzes, forms, etc. to engage viewers. These viewers as well cannot give feedback by writing comments and liking or disliking videos.
- Difficulty in Searchability of Meetings
Because there is no content library available on Zoom, older recordings are not searchable through titles, metadata, tags, or in-video spoken words. This makes it very difficult to manage video content, particularly on a large-scale enterprise level.
- Compliance Concerns
Meeting regional and industrial regulatory compliances is a critical concern for many organizations. This is especially important for organizations operating in the EU. They have to follow the GDPR law, which has stringent compliances for data protection and makes it compulsory to notify the data subjects of the way their data is used. Through Zoom, you cannot generate audit logs to see who viewed each meeting and who edited, downloaded or deleted them.
Solutions to Better Manage Recorded Zoom Meetings
Zoom App Marketplace now has several solutions to overcome these problems. These app solutions can be divided into two main categories.
- Utilizing Your Current Cloud Storage Application
This first solution solves some of the problems mentioned above. Zoom can be integrated with your current or preferred cloud storage or online drive solution like Google Drive, SharePoint, OneDrive etc. You can also opt for Team Drive for Zoom or create teams on SharePoint to share recordings with different departments or groups. This will allow you to share recordings with different teams directly.
Most major cloud storage applications will help you meet a wide variety of compliances. They are also easier to manage compared to Zoom Cloud as now you can organize these recordings in various folders and have all recordings saved in one location where your team can also easily access and view them. However, these are only basic content management systems that are not designed to create a video content library, that is not good for meeting playback, and do not allow for transcoding and added features.
- Video Content Management Systems
Enterprise-level Video Content Management Systems are a more comprehensive and efficient solution for organizations wanting to overcome all the problems with Zoom sharing. These Video CMS solutions ensure that the meeting recordings are shared while fulfilling all compliances based on organizational needs. The videos are also transcoded to make them viewable in different formats and resolutions. These solutions also provide a video content library that includes proper search features for videos based on different factors, including in-video spoken words.
Following are different Video CMS options that you can opt for:
VIDIZMO’s video content management system has various products and solutions available for different use cases. There is also an option to get a customized solution if there are unique organizational needs. VIDIZMO also has efficient 24/7 customer support that can also easily assist in deployment if the organization requires it.
Once integrated with Zoom, VIDIZMO’s video portal automatically ingests meeting recordings with end-to-end encryption. Recordings are also auto-deleted from Zoom cloud after the video is ingested onto VIDIZMO’s platform. Various levels of user roles can be assigned to individual employees or external viewers for each Zoom meeting. Also, department wise segregation can be created. This helps make it easier to share recorded meetings by just choosing an appropriate user role or department to share with.
VIDIZMO has detailed options to share recorded Zoom meetings, where you can share and define access to the public, company-wide, specific groups, departments or individual users. These advanced sharing options include password protection and setting a duration of availability for the meeting playback.
Meeting the requirements of compliances and security is also a top priority for VIDIZMO. Keeping this in mind, for every meeting, an audit trail is viewable as a default setting, conveniently meeting the GDPR requirements. You can also make these recorded meeting playbacks interactive on VIDIZMO by adding quizzes, handouts, surveys, and forms inserted within them.
Panopto is another Video CMS solution that allows Zoom integration and ingestion of videos onto its portal. This solution is targeted more towards meeting educational needs, and so the product is designed best for education and learning-focused organizations. Overall Panopto is also a secure zoom sharing solution that allows the formation of a video content library with extensive searchability features. It also has extensive options for assigning user roles. Videos can also be made interactive by embedding quizzes, polls, and surveys.
However, Panopto does not have a customer-first approach, and their customer support is not of much help. They are also not flexible in terms of designing custom solutions for different organizational needs. Companies would also need to have their own IT experts to help them in deploying their solution. Also, for private cloud deployment, Panopto only allows hosting on AWS Virtual Private Cloud and Microsoft’s Azure cloud. Their content on Azure Marketplace isn’t up-to-date and their partnership with Azure isn’t as strong. Moreover, they are not available on Azure Government cloud.
Panopto meets mostly all different compliance needs. For GDPR, an audit trail can also be accessed, but their customer support would have to be contacted to get these records.
Kaltura is another good Video CMS solution that can integrate with Zoom, and the meetings can then be ingested onto its video portal. Excellent searchability features are also available in this system. It has good user role assignment options as well, and custom roles can also be created based on each organization’s requirements. There are also interactivity options in Kaltura, although these are comparatively fewer than VIDIZMO and Panopto. Video quizzes can be added, and videos can also be edited to be made more professional. This solution will also cover most of the major compliances. For GDPR in particular, an API is offered to develop an audit trail.
Unfortunately, Kaltura was initially developed to cater to the media industry as a video streaming platform. So, to cater to enterprises and other organizations in different industries, they had to create varied products with fragmented solutions. This has resulted in Kaltura being made an open-source program and has made the deployment of Kaltura’s solutions exceedingly difficult. A high level of technical expertise is required from the enterprises opting for this service. There is next to no flexibility in deployment options and their customer support is barely able to assist in this challenging process. Creating customer solutions is also not possible in Kaltura.
To sum it up, sharing recorded zoom meetings with all additional features and content library services will only be possible through an appropriate content management system. Simple cloud storage applications can be opted for if your organization has fewer requirements and a limited budget. For an organization looking for the most efficient and reliable solutions, a video content management system is the way to go. It is crucial to research upon all these important factors and decide upon a solution accordingly.