Purpose
This policy establishes guidelines for the Illinois Tech’s content retention rules for content stored on the Video Content Management System (CMS), currently Panopto, and defines the retention period for content. Illinois Tech has a limited amount of storage on Panopto and in line with other cloud storage policies at Illinois Tech, this policy is designed to limit risks associated with retaining video content and user data, reduce the number of videos retained on the platform, and decrease storage costs.
Retention Policies
Course Content
All course content will be automatically archived after 6 months from the last view. This will allow for any special retention or deletion requests to be made to an Illinois Tech Panopto Administrator.
Archived content can manually be restored, but will take 48 hours to view again. Archived content that is not restored will be automatically deleted 1 year (12 months) after it has been archived.
Institutional Content
All institutional content designated by Illinois Tech may be stored in the appropriate department folder not associated with an individual user or course for an appropriate retention period. These folders may undergo a regular audit to evaluate content storage capacity and usage.
External Content
When approved for event recording, external content recorded as a courtesy to an external organization will be downloaded and supplied to the organization upon the conclusion of their event. Any captured content will be retained in the recycle bin for 90 days to allow for restoration if needed.
Personal Folders
Personal folders will be subject to the archiving policy as Course Content.
All personal folder content will be automatically archived after 6 months from the last view. Archived content can manually be restored, but will take 48 hours to view again. Archived content that is not restored will be automatically deleted 1 year (12 months) after it has been archived.
If a user with a personal folder transfers departments, leaves Illinois Tech, or wants to delegate content to another user, they can contact our Panopto Administrators at supportdesk@iit.edu or helpdesk@kentlaw.iit.edu (for Chicago-Kent users) to request help moving content to a department or other user folder.
All users may download their personal folder content prior to separation from the Illinois Tech.
Definitions
For purposes of this policy, unless otherwise stated, the following definitions will apply:
Archive: Content that is no longer immediately available to users. Creators can see their archived content along with a thumbnail image and the date of creation and an option to “Restore from Archive”. Archived videos can manually be restored, but will take 48 hours to view again.
Content: Any videos, files or assets (including video clips, audio, images, and video quizzes) stored in the CMS.
External Content: All content created on behalf of an organization that is not affiliated with the university.
Institutional Content: All content created or managed by an area or department of Illinois Tech for institutional purposes. Content may include recordings of conferences, symposiums, training videos, seminars, marketing material, special events, honor code hearings, tenure review, etc.
Panopto Administrators: Staff members at Illinois Tech who are designated administrators in the Panopto System.
Permanently Deleted: After a video has been archived and in that status for 12 months, it will automatically be permanently deleted and will not be retrievable. A video can be permanently deleted by Illinois Tech Panopto Administrators upon request.
Personal Folder: All approved users have a personal folder in Panopto otherwise known as “My Folder.” Zoom meeting recordings are saved into a subfolder titled “Meeting Recordings” by default.
Recycle Bin: The recycle bin in Panopto holds all deleted recordings for 90 days before they are permanently deleted. Video creators can delete videos to send them to the recycle bin and restore their videos from the recycle bin. Illinois Tech School Panopto Administrators can restore videos from the recycle bin and permanently delete videos in the recycle bin upon request.
Restoration: Videos that are in the recycle bin may be restored at any time within the 90-day holding period by an Illinois Tech Panopto Administrator. Permanently deleted videos cannot be restored.