Zoom Shared Account data transfer requests

Overview

Purdue is retiring Zoom shared accounts to improve security and align with current account standards. If your department or organization has meetings, recordings, or other content stored in a shared Zoom account that will be deleted, that data must be transferred to another Zoom account before deletion. This article explains what data can be transferred, who can receive it, and how to request the transfer.

What Data Can Be Transferred Before Deletion

Before deleting a user, Zoom allows admins to transfer the following content to one designated licensed user on the same account:

• Upcoming meetings (excluding PMI meetings)
• Upcoming webinars
• Cloud recordings
• Zoom Clips
• Whiteboards
• Zoom Notes
• Zoom Docs
• Visitor invitations
• Workspace reservations

The receiving user must be properly licensed for the content type being transferred (for example, Webinar license for webinars, Licensed user for cloud recordings).

Important: Data That Does NOT Transfer

The following Zoom data cannot be transferred when a user account is deleted. If this information is needed, it must be saved before the deletion request is submitted.

Zoom Reports

Zoom reports are not transferable to another user.

This includes:

• Meeting and webinar attendance reports
• Registration reports
• Polling and Q&A reports
• Usage reports

✅ Action required:
If reports are needed for records or compliance, download them and store them in an approved location (e.g., Box, SharePoint) before the account is deleted.

Personal Meeting ID (PMI) Meetings

• Meetings scheduled using the user’s Personal Meeting ID cannot be transferred

• These meetings are permanently removed when the account is deleted

✅ :Action required
Recreate important PMI‑based meetings under another user’s account or schedule them using a standard meeting ID.

Local Recordings

• Recordings saved to the user’s computer are not stored in Zoom

• These recordings cannot be transferred by IT

✅ Action required:
The user must manually upload or share local recordings before account deletion.

If shared account has an add-on license, the license must be moved as well so please include which account the license should go.

⚠️ Important: Once the shared account is deleted, any data that was not transferred is permanently lost.

Recommended Pre‑Deletion Checklist

Before requesting deletion of a Zoom user account:

1. ✅ Download required reports (attendance, registration, polling, etc.)
2. ✅ Save or upload local recordings
3. ✅ Review meetings that use a Personal Meeting ID
4. ✅ Confirm the destination account for transferable data
5. ✅ Submit the IT ticket for account deletion and data transfer

How to Request a Zoom Shared Account Data Transfer

1. Send an email to it@purdue.edu.
2. In the subject line, include “ATTN: Collaboration” and title the request “Zoom Shared Account Data Transfer.”
3. In the body of the email, list:
   • The shared account(s) that should be deleted, and
   • The account name where you would like the data transferred.

Please ensure all account names are accurate to avoid delays in processing your request.