Kaltura/My Media Retention Process
As of January 2022, the University of Wisconsin System instance of Kaltura/My Media hosted over 600,000 videos, using hundreds of terabytes of storage. The Media Retention process helps UW-Eau Claire be an efficient steward of the media storage space it has been allocated and helps ensure Kaltura/My Media is only storing video which is actively supporting teaching and learning.
Starting in Spring 2022, Kaltura/My Media will use an automated "Media Retention" process for identifying unused content, reducing the storage devoted to it, and ultimately deleting the videos. It is important to note this will only affect videos that have not been played in the last two to four years.
The Media Retention process is retroactive. If no action is taken, videos that have not been played since Spring 2020 will be reduced to the original source, and videos that have not been played since Spring 2018 will be deleted.
What Videos are included?
The Media Retention process applies to all videos saved within Kaltura/My Media, regardless of owner, institution, or manner of creation. This includes the following:
- videos uploaded to Kaltura
- videos created with Kaltura Capture and uploaded to Kaltura
- videos imported from other services, such as Blackboard Collaborate
- videos linked from YouTube and saved within Kaltura
What will happen to the videos?
Each video saved within Kaltura has many sizes available, which are also called “flavors.” A Kaltura video that has not been played for two years will be stripped of its flavors so that it takes up less space on the server. If no action is taken, the Media Retention process will reduce the duplicate copies down to the original video source. If you wish to have the flavors restored, please open an LTS Help Desk ticket (firstname.lastname@example.org) and the UWEC Kaltura Administrator can restore them for you.
If no action is taken, videos that have not been played for four years will be deleted from Kaltura. Once a video is deleted from Kaltura, it cannot be restored by the Kaltura Administrator. Videos will need to be reuploaded (if the original source files are still available) or recreated by the media owner. YouTube videos that are linked within Kaltura are also subject to deletion from My Media if they have not been played within a four-year timeframe.
What is the Media Retention Process?
The owner of the video will receive an automated email sent by Kaltura 30 days before any Media Retention action is taken on a video owned by that user. This happens at two different points in time:
- after a Kaltura video has not been played by any user for two (2) years
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- after a Kaltura video has not been played by any user for four (4) years
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Emails are only sent to individual video owners. Emails are not sent to co-editors, co-publishers, or Kaltura Group members. Emails are also not sent to instructors associated with Course Media migrated from Blackboard Collaborate in 2020 and 2021.
Once the email is received, media owners may decide to play the video for 10 seconds to restart the retention clock or delete the video in Kaltura. To be retained, videos should be played from within a Canvas course or within My Media at least once every two years.
What if I do not receive an email from Kaltura?
If you did not receive an email from Kaltura, you do not have any videos that fall under the parameters of the Media Retention policy or process and no action is necessary. Currently, My Media does not provide data on when a video was last played. If you suspect a video has not been played within a few years, pressing play for ten seconds will restart the retention timeline.
Can videos be exempted from this process?
Exemption from the Media Retention process is applied to specific individual Kaltura recordings for specific purposes. Blanket exemptions to the Media Retention process will not be granted. For example, it would not be appropriate to exempt all the media owned by a particular user, department, or institution because of who owns it. Exemptions will be made to the specific content, not the origin of the media.
Examples of acceptable use cases for exemption include, but are not limited to:
- videos which need to be kept for more than two or four years due to UW System records retention schedules.
- videos of a department-wide or institution-wide significance, such as symposium recordings or commencement ceremony videos.
- library materials which have institutional significance.
- videos used in a course which is taught less than once every two years.
If you need to keep a Kaltura video, but do not think it is likely to get played at least once every two years:
- Open a Help Desk ticket by emailing (email@example.com) with the following information:
- the exact name of the video, and
- a brief explanation (1-2 sentences) detailing why it should be retained.
The Kaltura Administrator will review the information and contact you about next steps in the retention process.
For the videos that are flagged as “exempt,” it is recommended the video owner also keep local copies of any videos which need to be preserved. Please reach out to the LTS Help Desk for additional guidance on how to back up the video locally by using the OneDrive or an external hard drive.
How will this affect Blackboard Collaborate Ultra Videos?
Blackboard Collaborate recordings created and stored within the Course Media instance of Kaltura/My Media are subject to the same two-year and four-year retention process. However, email notifications will not be sent to instructors because they are tied to a course media group and not to an individual owner. If you wish to retain the videos made in Blackboard Collaborate Ultra, please transfer ownership of the video from the “Course Media” owner to your individual Kaltura account.
How will this affect Zoom Recordings?
If your Zoom recordings have been uploaded to Kaltura, they will be subject to the Media Retention policy. If you have uploaded a Zoom recording to Kaltura and it has not been played for over two years, you will receive an email from Kaltura identifying the video and the actions needed to be taken. It is important to note, recordings saved within the Zoom cloud integration will not be affected; however, they will be subject to the Zoom retention policy of 180 days.
How will this affect videos I currently use if I am not the video owner?
If you are currently a co-editor, co-publisher, or co-viewer of a video created by a video owner who is no longer with the university, it is recommended to have the video ownership changed to your individual Kaltura account.
If the ownership of a video needs to be changed and the original owner of the video is no longer with the university, please do the following:
- Open a LTS Help Desk ticket by emailing firstname.lastname@example.org with the following information:
- the exact name(s) of the video(s),
- the name of the original video owner,
- brief explanation of why the video should change ownership (i.e. the video owner is no longer with the university, the video owner no longer needs access to the video, etc.),
· the names of additional co-editors, co-publishers, and co-viewers (if applicable) that should have access to the video(s) and the role in which they should have access. For a brief explanation of the roles, please see the Adding a Collaborator to a Kaltura Video Knowledge Base article.
If the ownership of a video needs to be changed to a new owner and the original owner of a video is still within the university, please follow the instructions in the Changing ownership of a video within Kaltura Knowledge Base article.