The University is scheduled to renew its 3-year contract with Panopto, our video management solution, on June 30, 2023. The license fee for the solution depends on the number of stored videos in the account. To lower our costs, we are implementing a video retention practice, beginning on April 3, 2023, which will affect recordings no one has watched in several years, as outlined below.
The retention policy for videos currently stored in Panopto will consist of three rules:
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Videos that have not been watched for five years will be archived. Videos stored in archive can be restored. See Panopto Guide for more information: https://support.panopto.com/s/article/How-to-Restore-Archived-Content. When a video in archive is deleted, it is permanently deleted and cannot be restored. The retention policy clock for a video will continue running when it is placed in archive, and will be permanently deleted when it reaches 7 years with no views.
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Videos that have not been watched for seven years will be deleted. When the policy is put into effect on April 3, videos that have not been watched in seven years or more will automatically be deleted (they will not go into archive). This will be a one-time bulk action, and after this date, no videos will be automatically deleted through the retention policy without first going into archive, as per rule #1. This one-time action will be a regular delete, identical to the process of manually deleting a video from one's own account, and therefore these videos can be restored from the user's recycle bin for 3 months from the date of deletion. See this Panopto guide for more information: https://support.panopto.com/s/article/Recycle-Bin-and-Permanently-Delete.
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Watching a video resets the retention policy clock, preventing it from being archived or deleted.
Additional Considerations
Videos stored in a user's personal folder ("My Folder") will not be subject to this policy, and will be retained indefinitely. Keep in mind that videos in Personal Folders will still count against our overall account storage quota, so please do not move videos to your My Folder that you do not expect to be watched in the next few years. Please contact eto@framingham.edu if you would like guidance on setting up a solution for long-term storage of inactive videos.
Users are also welcome to export video and/or audio streams of their Panopto videos for long-term storage, or storage or use on another platform such as YouTube. See the following Panopto guide for guidance on this process: https://support.panopto.com/s/article/How-to-Download-Video-or-Audio-Streams-as-MP4s