For regulated organisations, a compliance programme is only as strong as its weakest point. One missed update, or one gap in the records, and firms can find themselves in trouble precisely when they can least afford it.
Zoom is no longer just a video conferencing tool. Meetings, chat, phone calls, SMS, whiteboards and AI summaries each carry compliance and governance weight, and each creates new pressure for the teams responsible for keeping records and monitoring how staff communicate.
“A lot of compliance technology has historically been built around email and voice,” says Dan Nadir, Chief Product Officer at Theta Lake. “But now, Zoom brings many different modalities to the table that are relatively new.”
Most compliance tools were built for a simpler world when communications were centred around email. They weren’t designed to handle everything Zoom now offers, like video meeting recordings, AI summaries, and even in-meeting chat. For firms in financial services, healthcare, and other regulated sectors, that gap is becoming harder to ignore.
Related: Watch From Input to Intent and Beyond: Uncovering Behavioral Risks in the Age of AI with Dan Nadir
What Zoom Compliance Integration Needs To Deliver
The basic requirements for regulated firms are straightforward: retain records and supervise them. Doing both properly can be harder than it sounds.
“If you have a hundred regulated users and those users have just one Zoom meeting a day, that could be 100 hours of video that you are now responsible to supervise,” says Nadir. “Many firms just don’t have the human resources to be able to do that at scale.”
The typical response is to switch certain features off, but that just creates a different problem.
This is why Zoom chose Theta Lake to power Zoom Compliance Manager (ZCM). What sets Theta Lake apart isn’t just the ability to retain and supervise large volumes of data, but how closely the two companies work together.
“We actually work hand in hand with Zoom during the development process,” says Nadir. “We’re often helping them define new requirements related to compliance, and we understand their roadmap so we can plan accordingly.”
These connectors require maintenance over time, they are never “set and forget.”
Why Metadata Completeness Matters For Zoom Compliance
One area that rarely gets enough attention is the supporting information that travels with every captured record: who was involved, when, through which channel, and how it connects to other conversations. Without it, searching the archive is harder, reviewing communications takes longer, and proving completeness to a regulator becomes a much bigger task.
“We understand and consume all the different metadata that Zoom makes available for every artifact, and we actually expose that for customers,” says Esteban Lopez, Senior Manager of Product & Technical Marketing at Theta Lake. “The alternative is you’re getting that Zoom data from an outdated third-party or DIY connector which may not contain everything you need.”
In short, full metadata access isn’t just a technical advantage, it’s a compliance necessity that puts control back in the hands of the organization, not the intermediary.
How Certified Integrations Handle Zoom Platform Changes
Zoom releases new features regularly. For compliance tools that aren’t closely connected to the platform, every update can be a risk.
Because many vendors can’t support all the artifacts that Zoom creates, compliance teams are forced to ban features their vendor can’t support, effectively deciding on the firm’s behalf what gets used and what doesn’t.
“Their system wasn’t meant to handle everything,” says Lopez. “Because they know if firms’ colour outside the lines, their system can’t handle it.”
The result is firms pay for Zoom capabilities their users are not allowed to use.
Theta Lake monitors connections around the clock and can move quickly when something needs to change. Crucially, if there is ever a gap, the system can go back and recover anything that was missed. “The system is resilient by design, to ensure we can always go backward in time.” says Nadir.
Zoom Compliance Reconciliation: How To Prove Your Records Are Complete
Capturing records is one thing. Proving to a regulator that nothing fell through the cracks is another.
Theta Lake gives firms three ways to do this: live dashboards that show whether data is flowing correctly, automated alerts that feed into firms’ own internal systems, and a deeper check that matches every individual record from Zoom against what’s held in the archive.
“If there is ever a discrepancy, they’re instantly notified so it can be reconciled before the record disappears from Zoom,” says Lopez. It’s one of the first things prospective customers ask about. “It’s remarkable. There’s still a conversation happening around why compliance vendors and UC providers continue to struggle with this, despite how far technology has advanced.”
The Compliance Risk Of Uncertified Zoom Connectors
For firms relying on unofficial or homegrown solutions, problems tend to appear slowly: records that weren’t captured, features that had to be turned off, gaps that nobody notices until an examiner does.
“The result is they will miss data and they will often not know it,” says Nadir. “That API connection is just really the tip of the iceberg. The 24/7 monitoring, the maintenance when APIs change, the recovery when something goes wrong: there are dozens of things that impact the health of these connections.”
Building a Zoom integration looks simple from the outside. Keeping it running reliably, in a regulated environment, is a different matter entirely.
