How to configure Team Chat compliance and archiving

Configuring Team Chat compliance and archiving in Zoom involves enabling archiving features, setting retention policies, and configuring compliance settings within the Zoom admin portal. This allows you to retain chat data for regulatory or internal requirements. It includes controlling external access in group chats and channels.

Prerequisites

• Admin access to the Zoom web portal.
• A Zoom Pro, Business, Enterprise, or Education account.
• Understanding of your organization’s compliance and archiving policies.
• Familiarity with Zoom Team Chat functionality.

Enable Team Chat Archiving

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the Team Chat tab.
4. Under the Compliance section, find the Archiving setting.
5. Click the toggle to enable Archiving.
6. Review the disclaimer and click Enable to confirm.

Configure Data Retention Policies

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the Team Chat tab.
4. Under the Compliance section, locate the Data Retention Policy setting.
5. Choose the retention period from the dropdown menu (e.g., 30 days, 6 months, 1 year, or custom).
6. If you choose Custom, enter the specific number of days, months, or years to retain chat data.
7. Click Save to apply the retention policy.

Set up Compliance Settings

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the Team Chat tab.
4. Under the Compliance section, locate the Compliance Recording setting. Note: This feature is typically designed for capturing interactions within meetings and calls for compliance reasons, so it might not directly influence Team Chat compliance.
5. If Compliance Recording features exist for Team Chat within your Zoom subscription:
   • Enable the toggle to activate compliance recording.
   • Configure recording start/stop triggers based on your needs.

Configure External User Settings

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the Team Chat tab.
4. Under the External User Control section, you can configure various settings related to external users. These settings control how users from other Zoom accounts/companies can interact with your internal users.
5. Adjust the settings as needed based on your security and collaboration requirements. Examples include:
   • Allow external users to be added to channels: Enable or disable the ability for your internal users to add external users to Team Chat channels.
   • Allow external users to initiate chats: Enable or disable the ability for external users to initiate direct chats with your internal users.
   • Specify allowed external domains: Limit external collaborations to only specific domains you trust. Add domains to the allowlist to ensure only users from those domains can interact with your internal team.
6. Click Save to apply the changes.

Access Archived Team Chat Data

1. Contact Zoom Support for specific instructions on how to access and retrieve archived Team Chat data based on your subscription and archiving method.
2. Depending on your configuration, data may be accessible through a dedicated archiving solution, API, or other mechanisms provided by Zoom.
3. Have your compliance and legal team review the best practices and method for data retrieval.

Common Issues

• Archiving not enabled: Ensure that the Archiving setting is toggled on under the Compliance section of the Team Chat settings in the Zoom web portal.
• Data retention policy not set: If you haven’t configured a data retention policy, data may be deleted prematurely. Verify that a retention period is set based on your organizational requirements.
• External users causing compliance issues: Restrict external user access to channels and direct chats if their presence is creating compliance risks. Adjust external user settings as needed.
• Difficulty accessing archived data: Contact Zoom Support for guidance on accessing and retrieving archived Team Chat data. They can provide specific instructions based on your subscription and archiving setup.
• Compliance Recording not capturing Team Chat: Verify with Zoom support that Compliance Recording extends to Team Chat. This feature is primarily associated with meetings and calls, but check for any updates or extensions to Team Chat.