LX / Understand the Kaltura Media life cycle

Understand the Kaltura Media life cycle

Published by LX Team | Last updated 23 January 2024

Managing videos in Kaltura Understand the Kaltura Media life cycle

Videos that have not been accessed in the past three years are marked for deletion. This page shows you the notification email and how to opt out of deletion.

On the 4th of September 2022, the ‘Kaltura Media Repurposing Tool’ was implemented on our media content.

The tool’s purpose is to optimise storage space occupied by Kaltura media content. To create space, the tool:

identifies videos that have not been accessed in the past three years,
marks all versions of the videos for deletion, but
excludes the smallest version (with a resolution of 360p, if it exists) and thumbnail, which are kept for record-keeping purposes.

Deletion notification email

Before the deletion, the Kaltura system sends the owners of the media an email to notify them of the situation. The message explains that they may opt out of deletion, if preferred.

Here is a sample of the notification that users will receive.

Sample deletion notification email

Sender:
Notification Kaltura
Subject:
Do not reply – UTS Kaltura Media retention automation
Body:
Dear UTS staff,

We have noticed that your video has not been played for the last 36 months. According to the retention policy set by UTS, the video will be deleted in XX** days. We take this step to ensure that only relevant content is available to our users.

If you prefer that this video should not be deleted, please go into your Media Space view (My Media) and Assign it the ‘False’ value under the ‘Media Repurposing’ title.

If you want to allow your media to be deleted, then you need do nothing and all versions will be removed after 28 days, other than the smallest version and a thumbnail. This is required to preserve student assignment submissions and quizzes to meet retention policy.

If you have any questions or concerns, please log a service connect ticket at:
https://uts.service-now.com/

Best Regards,
Learning and Teaching Systems

Please do not reply to this email.

MyMedia Link: https://kaltura.uts.edu.au/my-media

Execute for entries:
Example Video Id: 0_3blablabla
Total count of affected object: 1

** XX will be 28 on the first notification, and 14 on the second.

Two of these notifications are sent to the owner of the media for each video.

Email one: 28 days before the video is deleted.
Email two: 14 days before the video is deleted.

Opt out of auto-deletion

Opting out is possible on a per-video basis rather than globally. To opt out, follow these steps:

Go to your Media Space view (My Media)
Select the media to keep
Using the media ID in the email, you can copy/paste the ID into the search field and find the affected video