Kaltura Media Retention Schedule

Overview

In April 2025, a formal recommendation by the Media Management & Web Conferencing Committee was made to the Academic and Student Affairs (ASA) Technology Council that was approved regarding Kaltura Media Retention.  Annually, the Minnesota State Learning Technologies team will remove any media that has exceeded the data retention schedule.  Prior to removal, communication about upcoming media removal activities will be sent to campus staff. 

Retention Schedule and Process

The data removal and purge process will be conducted annually, starting on the first business day of March.  The process is shown below:

1. Media moved to the recycle bin
   • Media must meet both of the following conditions
     • Media created more than 5 years ago
     • Media not played within 2 years
   • Media in the recycle bin can be viewed and restored by the owner
   • Campus Brightspace Admins will be notified that step one is complete.
2. After 21 days, media in the Recycle Bin is archived
   • Media is no longer available for use or viewing
   • Archived media can be restored by submitting a help request
3. After 2 years, archived media is purged
   • Media is no longer available to be restored

Restoring Media from the Recycle Bin

If your media has been moved to the recycle bin, you have 21 days to browse, view, and restore the media before it is archived.  To restore media from the recycle bin, perform the following steps:

1. Access the MediaSpace Recycle Bin
2. Search or browse for the media.  You will have the option to preview the video.
3. Click the 'Restore' icon:

Frequently Asked Questions (FAQs)

• Q: Can an institution setup a different retention schedule? 
  • A: No.  All institutions will use the same retention schedule outlined above.
• Q: How long will media be visible to faculty and students in MediaSpace?
  • A: Media is retained for a minimum of 5 years.
• Q: When media is moved to the recycle bin, will shared links still work?
  • A: No, the media is effectively deleted and any shared links will not work.
• Q: Will I receive an email to notify me when my media is recycled or deleted?
  • A: No. Campuses may communicate this process via normal channels, alongside other retention schedules (such as Brightspace).
• Q: Will editors or co-authors be able to find and restore the video in the Recycle Bin?
  • A: No. The video will only appear in the owner's Recycle Bin.
• Q: My media has been archived.  Can I get it back?
  • A: If your media was archived within the past two years, submit a Service Request to have it restored.
• Q: I just played my video but the number of plays didn't increase, why not?
  • A: Analytics are captured immediately but may not be represented in reporting indicators until 24 – 48 hours from the activity's execution time.
• Q: What counts as a play?
  • A: A play is counted when a user clicks the Play button to watch a video. Pausing and resuming is not counted as additional Play events.
• Q: How can I ensure that Kaltura Analytics capture my actions?
  • A: To ensure statistics are being sent without any network interruption or cached behaviors preventing reporting, a user should watch a video for at least 10 seconds for confidence that it will be registered as a play. Analytics may not be collected if users are running ad-blocking or privacy software that specifically restricts stats.kaltura.com.