Table of Contents
Retention policy
- Why is UW-IT implementing a retention policy for Panopto?
- What is the retention policy?
- What content is included in the retention policy?
- When will the records retention activities begin?
- Will I receive a message before my recordings are archived or deleted?
Archived recordings
Deleted recordings
Other questions
- What's the difference between archived, deleted, permanently deleted and recycled?
- How do I know when my recording has last been viewed?
- What happens to copied recordings?
- Will the retention policy change?
- How can I download recordings and captions?
Retention policy
Why is UW-IT implementing a retention policy for Panopto?
The implementation of a retention policy for Panopto is necessary in order to comply with University records retention policies. As a state agency, any recorded information created, received, or used by the University community is considered a record. Every record has a specific amount of time it needs to be kept before it can be destroyed. Also, this policy is being implemented in response to updated Title II ADA guidance as a way to narrow the scope of course materials that require remediation.
What is the retention policy?
- Recordings created at least two years ago and not viewed in the last two years will be archived.
- Archived recordings that haven't been viewed in the last five years will be permanently deleted and cannot be retrieved.
- Recordings that have not been archived and have not been viewed in the last five years will be deleted. Very few recordings fall into this category. These recordings can be retrieved from the recycle bin for 90 days. After 90 days, recordings cannot be recovered from the recycle bin.
- Notes:
- We are delaying the deletion of recordings and will send out communications when we begin implementing it.
- The policy implementation for recordings with reference copies is based on the date of the last view of a reference copy.
| Implementation date | Content | Action taken | Content retrievable? |
|---|---|---|---|
| Phase 1: June - August 2023 | Recordings not viewed in the previous two years. | Archived | Yes; allow up to 72 hours |
| Phase 2: Begins TBD | Archived recordings not viewed in the previous five years | Permanently deleted | Cannot retrieve |
| Recordings in general storage not viewed in the previous five years | Deleted* | Can be retrieved from recycle bin for 90 days | |
| Recordings not viewed in the previous two years | Archived | Yes; allow up to 72 hours |
What content is included in the retention policy?
The retention policy applies to all recordings created and uploaded into Panopto including those in My Folder, course folders, and Zoom recordings uploaded into Panopto.
When will the records retention activities begin?
Recordings were moved to the archive beginning in June 2023 and will be moved again in March 2025. Deletion of recordings not viewed in the last five years will begin at a later date. Because Panopto is planning to release functionality which provides visibility into scheduled retention actions, recordings have not been deleted yet.
Will I receive a message before my recordings are archived or deleted?
Panopto is working on notifications about pending retention actions. This functionality is currently not available.
Archived recordings
How do I find archived recordings?
Canvas
- In the left navigation, click Panopto Recordings.
- A link to archived recordings appears in the main content area. If other recordings are in the folder, the link will be located under them.
Panopto Search
- When you search for recordings, click the file box button, and the search results will display archived recordings. Archived videos will appear in search results for any user who has been given access to the videos per the sharing settings in Panopto.
Panopto Folders
- Archived videos will still be associated with a folder
- To display archived recordings in folders, click the Archived button.
- Restored videos will appear in their associated folder once they are ready to view. It can take up to 72 hours to restore a recording.
How do I restore archived recordings?
See Panopto documentation on how to restore archived recordings. After content is restored, please make sure it is accessible.
Tip: If you want to restore all the recordings in a folder, select the folder in the archives, hover over a recording, select the white box in the upper left corner of a recording, select the other white box which appears near the top of the screen, and press the archive icon (the folder with the up arrow).
Deleted recordings
Can I delete a recording I don't need?
Yes! We strongly recommend deleting unneeded recordings.
What happens if I need a deleted recording?
Recordings that have not been permanently deleted can be restored for 90 days.
Other questions
What's the difference between archived, deleted, permanently deleted and recycled?
- Archived recordings can be restored for viewing within 72 hours.
- Deleted recordings that are not in the archived state are sent to a recycle bin and can be retrieved for 90 days.
- Recordings in an archived state cannot be deleted. They can only be permanently deleted.
- Permanently deleted recordings cannot be retrieved. Creators can also permanently delete recordings in the recycle bin.
- Recycled recordings remain in the recycle bin for 90 days and then are automatically permanently deleted.
How do I know when my recording has last been viewed?
You can look at viewer statistics for your recording. You can also view statistics for an entire folder. To see statistics for two or five years, select Custom and then select the date range. Viewer statistics are not available for archived recordings.
What happens to copied recordings?
Copied recordings are subject to the Panopto retention policy. The original recording will not be archived or deleted until the reference copies have aged to the point of being subject to the retention policy.
Will the retention policy change?
The UW Panopto service team does not anticipate revising the retention policy, but adjustments may occur depending on changes in usage or contract revisions.
How can I download recordings and captions?
You can individually download Panopto recordings you created as MP4 files. To download captions, see Panopto's instructions for how to download captions.