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Recordings in WebEx

WebEx gives you the option of recording your sessions, for archival or viewing at a later time. Sessions may be recorded to WebEx Network Storage (Faculty/Staff environment only), or to a user's local machine (Windows machines only).

Please Note: These instructions are for recording sessions that contain data classified as low or minimal risk. If you are recording a session that involves moderate risk data, see: Saving to Space Approved for Moderate Risk Data. Contact 6-TECH for guidance if you need to record sessions with high risk data. For more information about types of data, see UNCG's Data Classification policy.

Working with sensitive data? See our instructions on Saving to Space Approved for Moderate Risk Data.

How to Record a WebEx Session

Network Based Recording: Session Hosts can find Recording controls in the Recording Panel (Training Center, Meeting Center, Event Center), or the Session tab (Support Center). Network Based Recording is supported in all WebEx Centers.

Please Note: WebEx network-based recordings are approved only for sessions containing low or minimal risk data. If you are recording a session that involves moderate risk data, see: Saving to Space Approved for Moderate Risk Data. For assistance working with high risk data, contact 6-TECH.

Local Recording (if supported): Users can find Recording controls in the menu bar at the top of the window, under the Session, Meeting, or Event menus. Local Recording is supported in Training Center, Meeting Center, and Event Center.

Most activity in the WebEx session (including audio, video, chat, Q&A, etc.) is recorded. However, there are some exceptions: Breakout Rooms (Training Center), Closed Captioning (Meeting Center), and Private Chats (all Centers) are not recorded. Additionally, in Local Recording, only the Presenter's video feed is recorded.

Recording File Formats and Playback

Network Based Recording files are created in .ARF format. Each Network Based Recording file will be available in both Streaming and Download format - links to each format are provided to the recording owner.

Playback of the Streaming format utilizes the same plugin that is used for live WebEx sessions, and thus does not require any additional software. It does, however, require an Internet connection. Playback of the Download format (.ARF file) does require the download and installation of the WebEx Player application, but does not require an Internet connection during playback.

Local Recording files are created in .WRF format. The only way to play these files back is with the WebEx Player application.

While .ARF and .WRF formats are not compatible with mobile devices, both formats may be converted to other formats. .ARF files can be converted to MP4 format, which is compatible with mobile devices, and does not require a special playback application. When using WebEx in Canvas, all ARF recordings are automatically converted to MP4 format. If using WebEx outside of Canvas, the WebEx Player can handle the conversion to MP4 manually.

If manually converting ARF to MP4, you may be asked to provide login information on your first conversion. Use uncg.webex.com as the Site URL, and your UNCG login information for Account Name and Password.

Network Recording Player dialog box

.WRF files may be converted to .WMV format only, using the WebEx Recording Editor (a separate download from the WebEx Player application). This application is only available by logging into WebEx, and navigating to Meeting Center > Downloads, and following the link under Recorder and Players.

Network Recording Lifespan

WebEx has a quota limit for the amount of ARF recordings that can be stored on their servers, which necessitates that all ARF recordings are automatically removed from WebEx after a set amount of time. However, before removal from WebEx storage occurs, each recording will be automatically copied to Box, ensuring that recordings will not be permanently lost. See the section below on "Automatic Recording Archival" for more information

Users who have recordings stored in Network Storage will receive regular email summaries alerting them of their active recordings and the dates on which they will be removed from WebEx. In addition, the status of all user recordings may always be checked on-demand at http://go.uncg.edu/my-webex-recordings.

NOTE: MP4 conversions created from sessions in Canvas will not be automatically removed; while the ARF formats will eventually disappear, the MP4 versions of all recordings are not subject to automatic-removal.

Automatic Recording Archival

Prior to their removal from WebEx servers, all recordings made in WebEx will be copied to Box and shared with the original meeting host. This archival happens immediately before each recording is set to be deleted, and the original will not be deleted from WebEx storage space until the archival in Box is completed successfully.

NOTE: If a user wishes for a recording *not* to be archived in Box, the recording should be removed from the My WebEx > My Files area within the WebEx web portal (http://webex-facstaff.uncg.edu).

How can I see all of my current recordings files and where they are currently being hosted?

  • Users may always log into the self-service recording management portal at http://go.uncg.edu/my-webex-recordings for an up-to-date listing of all recordings, share links, and shared folders.

How will this impact my Box account?

  • The recordings are centrally stored, with each user's recordings split into folders by year (one folder per user, per calendar year). Folders containing your recordings will be shared with you automatically.
  • Each folder will be named as such: "WebEx Recording Files (year) - username" (example: "WebEx Recording Files (2016) - jdoe1")Example of recording folder name
  • You will see each new folder appear in your Box account, at the root level. You can opt to move this folder wherever you like.

How do I share my recordings?

  • While the recording is still active in WebEx storage, you may use the link provided to you by WebEx. Or, if recording via the Canvas integration, the automatically-generated links will still work.
  • After the recording is removed from WebEx storage, the WebEx link will no longer work. You may either 1) use the shared link provided automatically by Box, or 2) copy the file to another location in Box and share it yourself.
    • The advantage of option 1 above is simplicity. The shared link already exists, and so you do not have to take any extra steps. The disadvantage is that users do not currently have the ability to turn off sharing for an individual file, and so this link will always be usable to access the file.
    • The advantage of option 2 above is that you have complete control over the sharing of the file - if you wish to stop sharing it, you may do so. The disadvantage is that it will require some extra steps to set up.

Who can see my recordings?

  • When sharing the WebEx link, anyone with the link can see the recording (default). This can be changed inside of WebEx.
  • When sharing from Box, by default only UNCG users may access the file. If you wish to share with users outside of UNCG, you may create a shared folder and invite outside users, but all users who access the file will need a Box account.

If using Canvas to facilitate the WebEx session and recording, then the MP4 will remain available to anyone who has the link — by default anyone enrolled in the Canvas course will continue to have access.