Kaltura - Media Retention Process
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 management process which has not yet been put into place. As of February 2023, Kaltura claims to have a new "media lifecycle tool" in development to replace the former "media repurposing" tool. This article is intended for UW System Kaltura administrators who wish to see the media management plans as they were discussed, but not ultimately implemented.
Begin article:University of Wisconsin System (except for UW Madison) continues to work with Kaltura to implement an automated "Media Retention" process for identifying unused content, reducing the storage devoted it, and ultimately deleting it. Kaltura videos which aren't played for two years will be stripped of duplicate copies ("flavors") so that they take up less space on the server. Videos which aren't played for four years will be deleted from Kaltura.
Why Media Retention?
What Videos are Included?
When do the Media Retention rules take effect?
Media Retention Workflow
Two Years: Removing Flavors
- the video owner will receive an automated email from Kaltura notifying them that they have 30 days to play the video, or its duplicate copies (flavors) will be deleted.
- If the video is not played in the next 30 days, Kaltura will delete the extra copies (flavors) designed for playback at different bitrates and on mobile devices. Only the original source file for the video will remain.
- After the flavors have been removed, existing links and embeds may or may not continue to work, depending on the format of the original source file, the amount of bandwidth available to the user, and the type of device used by the user.
- Even after the flavors have been removed, playing the video will "reset the clock," delaying when the video might be automatically deleted.
- After the flavors have been removed, playing the video will not automatically restore the flavors of the video. Video owners should contact their campus Kaltura Administrator, who can restore the flavors through the Kaltura Management Console.
Four Years: Deletion
- the video owner will receive an automated email from Kaltura notifying them that they have 30 days to play the video, or the video will be deleted entirely.
- If the video is not played in the next 30 days, Kaltura will delete the video.
- After the video has been deleted, existing links and embeds will no longer work, and the video will not be recoverable.
- Users who wish to restore the video will need to upload a new copy of the video, and will need to generate new links and embeds.
Media Retention FAQ
Q: I want to keep a Kaltura video I own from being deleted. How do I do that?
The easiest way to keep a Kaltura video from being impacted by the Media Retention process is to make sure that someone plays it at least once every two years.
If you need to keep a Kaltura video but don't think it's likely to get played at least once every two years:
- talk to your campus Kaltura Administrator about whether qualifies to be exempted from Media Retention, or
- Go to your My Media page in Mediaspace and download local copy of the video for long term storage. If you need help backing up your audio and video files, please reach out to your campus technology help desk.
Q: What counts as a "play"?
- Plays shorter than 10 seconds.
- Plays by an administrator in the entry preview window of the Kaltura Management Console.
- Plays in the non-Kaltura custom video player used in UW Extended Campus courses.
Q: Is Blackboard Collaborate Course Media included in the Media Retention Process?
Q: Are YouTube videos imported into Kaltura included in the Media Retention Process?
- Because the video entry in Kaltura is a link back to YouTube and no duplicate video files (flavors) are actually stored on Kaltura's servers, the "remove flavors after two years without plays" step has no impact on YouTube videos imported into Kaltura.
- Because the "delete video entry entirely after four years without plays" step deletes the entire video entry (metadata and all), this step will remove imported YouTube videos from Kaltura.