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Kaltura - Automated Media Retention Emails
Note: Despite plans to implement Kaltura Media Repurposing (or Media Retention) in Spring 2022, those plans have been put on hold indefinitely. This KnowledgeBase article refers to a Media Repurposing process which has never been put into place. We will leave this article up temporarily for Kaltura administrators who wish to see the Media Repurposing plans as they were discussed, but not ultimately implemented.
Begin article:
Starting in Spring 2022, the University of Wisconsin System (except for UW Madison) instance of Kaltura will use an automated "Media Retention" process for identifying unused content, reducing the storage devoted it, and ultimately deleting it. Thirty days before any automated Media Retention action is taken on a Kaltura video, Kaltura will send the owner of that video an automated email explaining what will happen if the video is not played within 30 days, and how to prevent that Media Retention action (if desired).For a full explanation of the Kaltura media retention process, see: Kaltura - Media Retention Process.
These automated emails are sent to individual Kaltura video owners 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
- after a Kaltura video has not been played by any user for four (4) years
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.
Campus Kaltura administrators can also run video usage and retention reports to determine which videos from their institutions are nearing the two-year or four-year mark without plays.
Message after video is not played for 2 years
Kaltura sends a video owner one copy of the following email each time one of their Kaltura videos goes two years without being played by any user:
Email Subject
Kaltura flavor deletion in 30 daysEmail Body
Dear Kaltura Video Entry Owner,Per University of Wisconsin System video retention processes, Kaltura videos which have not been played in two (2) years will be stripped of duplicate copies (flavors) so that they take up less space on the server. As part of this process, one of your Kaltura video entries will be stripped of its flavors in 30 days unless you take action.Once the duplicate copies (flavors) of a video have been removed, only the original source video file will remain. Depending on the file format of the original source file, the video won’t stream as well to users with low bandwidth, and it may not play at all on certain types of devices. Your campus Kaltura administrator can restore the flavors of your video upon request.If you wish to download this video entry for safekeeping you can go to the video entry’s page at the bottom of this message.If you wish to prevent the removal of the video’s flavors, you can go to the video entry’s page at the bottom of this message and play the video for at least 10 seconds. This will “reset the clock” and prevent this video from falling into inactive status for two more years.If you have any questions, please see the guide to the Kaltura Media Retention process (https://kb.wisconsin.edu/dle/114849) or contact your campus Kaltura Administrator or IT Help Desk (https://kb.wisconsin.edu/dle/internal/page.php?id=106967).Kind regards,University of Wisconsin System Digital Learning Environment Team{entry_name} - https://mediaspace.wisconsin.edu/edit/{entry id}
Message after video is not played for 4 years
Kaltura sends a video owner one copy of the following email each time one of their Kaltura videos goes four years without being played by any user:
Email Subject
Your Kaltura content will be deleted in 30 daysEmail Body
Dear Kaltura Video Entry Owner,Per University of Wisconsin System video retention processes, Kaltura videos which have not been played in four (4) years are deemed “inactive” and deleted from the UW System Kaltura servers. As part of this process, one of your Kaltura video entries will be deleted in 30 days unless you take action.If you wish to download this video entry for safekeeping you can go to the video entry’s page at the bottom of this message.To restore your Kaltura video to “active” status and prevent its deletion, you can go to the video entry’s page at the bottom of this message and play the video for at least 10 seconds. This will “reset the clock” and prevent this video from falling into inactive status for four more years.Note that deleted videos are entirely removed from Kaltura’s servers. This means you will no longer be able to play, download, edit, or share this video. Links and embeds will cease to function, and the video will not be recoverable unless you have a local copy saved.If you have any questions, please see the guide to the Kaltura Media Retention process (https://kb.wisconsin.edu/dle/114849) or contact your campus Kaltura Administrator or IT Help Desk (https://kb.wisconsin.edu/dle/internal/page.php?id=106967).Kind regards,University of Wisconsin System Digital Learning Environment Team{entry_name} - https://mediaspace.wisconsin.edu/edit/{entry id}
For more information
For more information, see: Kaltura - Media Retention Process.