Message Regarding Zoom Storage

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Note: Faculty and staff received this announcement by email on 10/30/20.

Dear Colleagues,

With high use of Zoom to record classes, workshops, and meetings to the Zoom cloud, we are approaching our storage limit and need to remove older cloud recordings to make room for newer recordings. Prior to the start of the Spring 2021 semester, we will delete recordings from Spring 2020 through the Fall 2020 3-week session.

We are giving you advance notice so that you have time to export your recordings and save them by 11:59 p.m. on January 6th, 2021. After this deadline, we will begin deleting recordings. 

In most cases, you are encouraged to save recordings to Google Drive which offers unlimited storage and automatic backups (instructions below). If you have recordings with restricted information (e.g., dealing with confidential student or personnel issues), please contact webhelpdesk@guilford.edu to discuss appropriate storage options. If your recordings are of campus events of historical interest, please contact archives@guilford.edu.

We are establishing a regular process for the deletion of older recordings and will communicate a timetable and additional information prior to January 6th.

We will send additional reminders as we approach January 6th. If you have questions or experience issues, please put in a Help Desk ticket at https://webhelpdesk.guilford.edu or webhelpdesk@guilford.edu .

Best,

ITS and Hege Library & Learning Technologies

Instructions for exporting your recordings:

  1. Log in to your Guilford Zoom account at guilford.zoom.us
  2. Navigate to your recordings by clicking the “Recordings” item in the left-hand menu.
  3. You should see your recordings listed on the page that appears. Click “More” and then “Download” next to any recordings you want to export as a file to your computer.
    1. Each download will consist of multiple files, as the download includes a video file of the recording, an audio-only file of the recording, a transcript of the recording, and the meeting’s chat transcript.
    2. If you do not want to download all of these files, you can click the recording title to get a more detailed view of the recording, and download only specific files.
  4. Repeat the process above with all recordings you want to save.
  5. Downloaded files are stored on your local computer. For more reliable preservation, upload your files to Google Drive using the instructions here.

Instructions for deleting your recordings: 

  1. Log in to your Guilford Zoom account at guilford.zoom.us
  2. Navigate to your recordings by clicking the “Recordings” item in the left-hand menu.
  3. You should see your recordings listed on the page that appears. Check the checkboxes in front of all videos you wish to delete.
  4. Click the “Delete Selected (number)” button.

RESOLVED: Banner Web Security Errors

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Update:

ITS resolved the Banner web error prior to the start of Fall 2020 classes. Chrome and other browsers now work properly and no longer require a workaround.

Original Post:

Are you receiving errors in Banner Web stating your connection is not secure?

ITS is working with the vendor of Banner to address these errors which result from recent security updates made to some web browsers.

Errors currently appear with Chrome and Firefox, and sometimes IE and Edge depending on the version.

To bypass the error, you need to use a different web browser or change a setting in Firefox. Here are the options:

  • try IE or Edge (Windows) – depending on your browser and Windows version they may or may not display errors
  • try Safari (Mac)
  • in FireFox – click the “Enable TLS 1.0 and 1.1” blue button on the error message

Chrome is not currently recommended as it will prompt you to confirm your security setting on each page load.

ITS appreciates your patience as we continue work to resolve this issue.

New Account Automation System

In March 2020, ITS began implementation of a new account automation system to help with the onboarding process of new students and employees, and with identity and access management overall. Benefits of the system are already being achieved through faster creation of new student accounts. In the coming weeks, a new self-service password reset function will be available, enabling students and employees to reset their network passwords while remote from campus. Look for an announcement about this service soon!

A comprehensive cleanup of older accounts for former employees will also occur in the coming weeks. While this automation will ultimately make things easier for the Guilford community at large, there may be accounts that are flagged as inactive that should be considered an exception or excluded from the automated process. ITS realizes some departments still rely on information from former employee accounts.

As we gradually begin this cleanup process, we will make additional announcements to keep faculty and staff aware of the upcoming changes. We ask that you alert us if any accounts that are still actively used are suspended. ITS will work with the affected departments to determine the best way to move forward with the accounts.  

Also, as always, please be alert regarding scams and security threats regarding your accounts. Hackers are taking advantage of remote work and learning scenarios to attempt to steal passwords and other personal information. A message regarding account suspension is often used as a scam. If you are ever unsure about a message you receive, contact ITS! 

If you have questions or need ITS technical support, open a service request ticket at http://webhelpdesk.guilford.edu/. Trouble opening a ticket? Contact ITS at webhelpdesk@guilford.edu or call 336-316-2020.