Microsoft Teams has become an essential tool for remote work and virtual collaboration. With its various features and capabilities, it has made communication and collaboration easier for teams all over the world. One of its most useful features is the ability to record meetings and calls, allowing users to refer back to important discussions or share them with team members who were unable to attend.
But have you ever wondered where these recordings are stored? In this article, we’ll explore the storage options for Microsoft Teams recordings and how you can manage them effectively.
Understanding Microsoft Teams Recordings
Before we dive into the storage options, let’s first understand how Microsoft Teams recordings work. When you record a meeting or call in Teams, the recording is automatically saved to Microsoft Stream, a video streaming service that is part of the Microsoft 365 suite.
Microsoft Stream is a secure and centralized platform for storing, managing, and sharing videos within an organization. It allows users to upload, view, and share videos with specific individuals or groups. This makes it the perfect storage solution for Microsoft Teams recordings.
How Long Are Recordings Stored?
By default, Microsoft Stream retains recordings for 21 days. After this period, the recordings are automatically deleted. However, this retention period can be changed by the Microsoft 365 administrator for the organization.
The administrator can choose to retain recordings for a longer period, up to a maximum of 183 days. This can be useful for organizations that need to keep a record of their meetings for compliance or legal purposes.
Storage Options for Microsoft Teams Recordings
As mentioned earlier, Microsoft Stream is the default storage option for Teams recordings. However, there are other storage options available, depending on your organization’s needs and preferences.
OneDrive for Business
OneDrive for Business is a cloud storage service that is part of the Microsoft 365 suite. It allows users to store, share, and collaborate on files and documents. With the integration of OneDrive for Business and Microsoft Teams, users can choose to save their recordings to their OneDrive account instead of Microsoft Stream.
This option is useful for individuals who want to keep their recordings private or for organizations that do not have access to Microsoft Stream. However, it is important to note that OneDrive for Business has a storage limit of 1TB per user, so it may not be suitable for organizations with a large number of recordings.
SharePoint is another cloud-based storage service that is part of the Microsoft 365 suite. It is primarily used for document management and collaboration, but it can also be used to store Microsoft Teams recordings.
Similar to OneDrive for Business, users can choose to save their recordings to a SharePoint site instead of Microsoft Stream. This option is useful for organizations that already use SharePoint for document management and want to keep all their files in one centralized location.
Third-Party Storage Solutions
Apart from the storage options provided by Microsoft, there are also third-party solutions available for storing Microsoft Teams recordings. These solutions offer additional features and capabilities that may be beneficial for organizations, such as advanced search and analytics.
Some popular third-party storage solutions for Microsoft Teams recordings include Kaltura, Panopto, and Zoom. These solutions integrate with Microsoft Teams and provide a seamless experience for users.
Managing Microsoft Teams Recordings
Now that we’ve covered the storage options for Microsoft Teams recordings, let’s discuss how you can effectively manage them.
Data Retention Policies
As mentioned earlier, Microsoft Stream has a default retention period of 21 days for recordings. However, this can be changed by the Microsoft 365 administrator for the organization. It is important to have a data retention policy in place to ensure that recordings are kept for the appropriate amount of time.
For organizations that need to keep recordings for compliance or legal purposes, it is recommended to set a longer retention period. This can be done by going to the Microsoft 365 admin center and navigating to the “Data governance” section.
Sharing and Permissions
Microsoft Stream allows users to share recordings with specific individuals or groups within the organization. This is useful for teams that need to collaborate on a specific recording or for individuals who want to share a recording with their team members.
It is important to set appropriate permissions for recordings to ensure that they are only accessible to authorized individuals. This can be done by going to the recording in Microsoft Stream and selecting the “Share” option. From there, you can choose who can view the recording and whether they can download it or not.
Archiving and Deleting Recordings
As mentioned earlier, Microsoft Stream has a default retention period of 21 days for recordings. After this period, the recordings are automatically deleted. However, recordings can also be manually deleted or archived by the user.
Archiving a recording means that it will be moved to a separate folder in Microsoft Stream and will not be deleted after the retention period. This is useful for recordings that need to be kept for a longer period but are not frequently accessed.
To archive a recording, go to the recording in Microsoft Stream and select the “Archive” option. To delete a recording, select the “Delete” option.
Best Practices for Managing Microsoft Teams Recordings
To effectively manage Microsoft Teams recordings, here are some best practices to keep in mind:
Set Clear Guidelines for Recording Meetings
Before recording a meeting or call, it is important to inform all participants and get their consent. This is especially important for external participants who may not be familiar with your organization’s policies.
It is also recommended to have a clear policy in place for when it is appropriate to record a meeting or call. This can help avoid any misunderstandings or conflicts.
Regularly Review and Delete Recordings
To avoid clutter and ensure that only relevant recordings are kept, it is important to regularly review and delete recordings. This can be done by setting a reminder to review recordings after the retention period or by regularly checking for recordings that are no longer needed.
Train Users on How to Manage Recordings
To ensure that recordings are managed effectively, it is important to train users on how to use the different storage options and manage their recordings. This can help avoid any confusion or mistakes that may lead to important recordings being deleted.
Microsoft Teams recordings are a valuable tool for remote work and virtual collaboration. By understanding the storage options and best practices for managing recordings, organizations can ensure that their important discussions and meetings are stored securely and can be accessed when needed.
Whether you choose to use Microsoft Stream, OneDrive for Business, SharePoint, or a third-party storage solution, it is important to have a data retention policy in place and regularly review and manage recordings to avoid any issues. With these tips, you can effectively manage your Microsoft Teams recordings and make the most out of this useful feature.