Introduction of housekeeping for videos stored on MediaSpace


September 27th, 2021

To ensure the videos for our students remain up-to-date and relevant, and we minimise any unnecessary storage space, from the end of October we will be introducing housekeeping rules for videos stored on MediaSpace (Kaltura MediaSpace).

What will the rules be?

Videos that have been uploaded to MediaSpace or to Moodle using the ‘Media Embed’ button will be permanently deleted if they are older than four years old and have not been played in the past 13 months.

If you have a video that meets these new rules, you will receive an email nearer the time notifying you of this and the actions that you need to take to download or republish the video.

My video is no longer relevant for students, but I need to download a copy for my own reference before it is deleted.

View the instructions for how to download a video. You should save the video to OneDrive to avoid it taking up space on your computer.

I have a video that is still relevant for students – how do I keep it published on MediaSpace?

We understand there may be some videos that you wish to retain. To keep your video published please follow the relevant steps:

  • To keep your video published for up to 13 months, simply play it for at least 30 seconds.  This resets the ‘played in the past 13 months’ trigger on the housekeeping rule.
  • To keep your video published for up to four years, you will need to download the video and re-upload it to MediaSpace as a new video (you should not replace your existing video). This will reset the ‘older than four years’ trigger on the housekeeping rule. The old link for your video will be deleted, so please ensure you use the new link as required.

What will happen with my videos that meet the housekeeping rule in the future?

If you own a video that has become older than four years and it has not been played in the past 13 months, you will receive an email with the details of the affected video. The email will be sent one month in advance of the video being deleted, including a reminder which will be sent two weeks after the first email. These emails will include instructions on how you can download or republish the video.

Who can I contact for support?

If you require any support, please raise an IT self-service request or phone the IT Service Desk.

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