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 in March.  The removal 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
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.