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RecordFlow

RecordFlow is a tool that automatically archives Zoom cloud recordings to the user's own storage space. Users connect their Zoom account and select existing storage (Google Drive, OneDrive, Dropbox, YouTube, or S3-compatible storage). After a meeting ends, the recording files are automatically synced over and can be automatically organized by year and meeting. It supports migrating existing historical recordings as well, and after they are put in place, deleting them from Zoom to free up space. It can archive video, audio, transcripts, and chat records, and supports early-access archiving for AI Companion transcripts and meeting summaries. The product has passed Zoom security review and is currently in beta, and is free to use for both individual users and administrators.

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About this tool

Purpose

RecordFlow is used to automatically archive Zoom cloud recordings to storage space the user already owns, avoiding loss of recordings due to Zoom storage quotas, retention policies, or account changes. It is aimed at individual recording users as well as Zoom administrators who need unified archiving for an entire team.

Main Capabilities

  • Automatic sync: After Zoom notifies that a cloud recording is ready, the recording files are copied to the user's specified storage within minutes after the meeting ends.
  • Multiple target storages: Google Drive, Dropbox, and S3-compatible storage can already be connected; OneDrive and YouTube are open to early adopters and require contacting support to enable. YouTube only receives video, as private videos.
  • Complete file types: Archives all recording files generated by Zoom, including video (MP4), audio (M4A), transcripts, and chat records.
  • Historical recording migration: Can migrate existing recordings in Zoom, from the past month to many years, as a complete archive, placing them in the same folder as new recordings.
  • Automatic deletion of Zoom copies: After recordings are confirmed safely archived, they can be deleted from Zoom to free up space; this is supported for every target storage, and is performed only after the copy is confirmed to exist.
  • Large file handling: Recordings of hour-long meetings can also be transferred reliably, with no timeouts or failed uploads.
  • Email notifications: Sends an email after the recording is ready, including a link directly to the folder, making it easy to share with the team.
  • Security design: Uses existing account login, does not touch user passwords, and encrypts data; streaming transfer means data is not retained on its own servers.
  • AI Companion support (early access): Can archive meeting transcripts that have only transcripts and no cloud recording as readable documents; can save AI Companion meeting summaries as Markdown and readable documents next to the recording. Any target that supports file storage can receive them.
  • Reliability mechanisms: Automatic retries for failed transfers, with hourly scans to fill gaps.
  • Deduplication and security: Smart deduplication and encrypted sessions.

How to Use

  1. Log in at recordflow.org: archive your own recordings as a Zoom user, or archive for the team as a Zoom administrator.
  2. Select the target storage (paid Google Drive, OneDrive, Dropbox, YouTube, or your own S3-compatible storage).
  3. Specify a folder, and RecordFlow handles the subsequent setup and organization.
  4. After that, synchronization is completed automatically within minutes after the meeting ends. Administrators can first install the admin app, connect the target storage, and select the members to archive; the admin app places each member's recordings into the same controlled folder. Alternatively, each host can individually install the user app and point it to the same shared folder.

Use Cases

  • Coaches and consultants: Record more than 5 client meetings per week, Zoom storage quickly fills up, and each recording is a deliverable the client needs.
  • Education teams: Lectures need a permanent home so students can continue to access them in their own cloud storage without relying on Zoom.
  • Team archiving: Teams have a high volume of recordings and need them stored in an organized way in their own cloud storage.
  • IT and operations administrators: Responsible for the entire Zoom account, install once, select members to join, and all selected members' recordings go into one controlled folder.

Usage Limitations

  • Requires a paid Zoom plan with cloud recording enabled (Pro, Business, Education, Enterprise); free Zoom plans do not include cloud recording and cannot be archived.
  • Zoom cloud recordings usually arrive for archiving about 5 minutes after the meeting ends.
  • OneDrive and YouTube require contacting us to enable early access; YouTube only receives videos.
  • AI Companion transcript and summary archiving is currently in early access and requires contacting us through the support page to enable it.
  • Including existing recordings older than one month in archiving is a one-time paid add-on, and the fee must be obtained by contacting support; a paid plan is coming soon, and pricing will be announced before launch.
  • During the beta period, both apps (user version and admin version) are free, with no limit on the number of new recordings archived; existing recordings from the past month can be migrated for free.
  • The current pricing situation is limited to the above; other information on pricing, platforms, and results is not yet provided.
  • The product has passed Zoom security review and has been recognized by the International Association of Coaches, Therapists and Mentors.

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