Panopto Retention Guidelines

Effective Date: January 6, 2025
Issuing Authority: Office of Information Technology Services

These guidelines pertain to the university’s retention of content stored on the Panopto video management system ( video.temple.edu / temple.hosted.panopto.com ). They are designed to adhere to our contractual agreements with Panopto regarding the amount of content stored on their platform. The guidelines also refer to all content automatically created or imported by video capture tools and platforms associated with Panopto.

• Retain course content for a period in which instructors, students, and staff find useful.
• Reduce risks associated with retaining video content and user data.
• Identify and categorize Panopto content that will require different retention policies.
• Improve Panopto content awareness, capabilities, and best practices across the university.
• Ensure that Panopto storage space is used efficiently and effectively.

Course and Institutional Content

• Any institutional or course content stored by any person, or automated classroom capture, that has NOT been viewed/played within the last 24 months (2 years) will be deleted.
• Any institutional or course content stored in a folder provisioned for the following departments that has NOT been viewed or played in the past 48 months (4 years) will be deleted:
  • Charles Library
  • College of Public Health
  • Lewis Katz School of Medicine
  • Maurice H. Kornberg School of Dentistry
  • School Of Pharmacy
  • School Of Podiatric Medicine

My Folder and All Other Content:

• Any content stored on Panopto in " My Folder " by any person, migration processes or automated classroom capture, that has NOT been viewed/played within the last 24 months (two years) will be deleted.

The following definitions apply to these guidelines:

• Course Content - Recordings within a folder associated by name with a university course in Panopto. Recordings may include any video or audio uploaded or created by instructors or students during a semester (the course took place).
   
• Institutional Content - Recordings created or managed by a department or area of the university for institutional purposes or advancement. Recordings may include training videos, seminars, marketing material, special events, etc.
   
• Panopto Recycle Bin - Temporary storage area for your deleted recordings before they are permanently deleted. You can view the recordings in your recycle bin, restore them (prior to 90 days), or permanently delete them. For assistance, contact us at tuhelp.temple.edu.
   
• Deleted Recordings - Recordings that were deleted and sent to the recycle bin. They can be retrieved for up to 90 days.
   
• Permanently Deleted - Recordings that were permanently deleted by Temple University or Panopto and are no longer retrievable. Recordings are automatically permanently deleted after being in the recycle bin for 90 days.
   
• Restoration Recordings - Recordings that were restored from the Recycle Bin within the 90-day holding period.
   
• Personal Folder - Storage area for your Panopto recordings otherwise known as My Folder . All users in Panopto have a personal folder.

• Why is Temple implementing an automatic retention policy?
  To adhere to our contractual agreements with Panopto and limit potential risks associated with retaining unused video content and user data.
   
• When will the change take affect?
  The Panopto automatic retention settings will take affect on January 6, 2025.
   
• Will I know which of my videos will be deleted?
  No. Unfortunately, due to a limitation of Panopto, we are currently unable to notify you before your content is deleted. We will, however, periodically send out general reminders of these retention guidelines. You can check the Last Viewed and Creation Dates of your videos to make sure they are not at risk of deletion.
   
• How can I request an extension on for when my content is deleted?
  Contact Information Technology Services (ITS) at tuhelp.temple.edu . Be sure to include a justification for your request.
   
• What do I need to do?
  Content retention will take place automatically. If you do not wish to retain any content, no further action is necessary.
   
• How can I save Panopto content to my computer?
  You can download a Panopto video as an MP4 file and download the captions to store on your computer.
   
• What if I need something that was removed from a Panopto folder?
  You can can restore your content from the Recycle bin up to 90 days after it is removed from a Panopto folder.
   
• Will anything happen to recordings currently stored in Panopto?
  Yes, all videos (and associated content such as transcripts, quizzes, etc.) stored on Panopto, including those migrated from Ensemble and Echo360, are subject to the retention guidelines.
   
• ​​​​ How do I check when my video was last viewed?
  You can check when your video was last viewed or created by following these instructions .
  ​
• Will my content still be viewable in Canvas once it is deleted?
  No. If you added a Panopto recording to your Canvas course, it will no longer be viewable once it is deleted from Panopto.
   
• How will the new rules affect my non-video content?
  Non-video content (e.g., transcripts or quizzes) is subject to the retention time limit of the video with which it is associated. For example, if a video has a last viewed date of May 10, 2024, but a quiz associated with that video was last viewed on September 1, 2023, the quiz will stay if the video stays.
   
• How will this affect content migrated from Ensemble or Echo360?
  If your content was migrated from Ensemble (September 2022) or Echo360 (July 2023), the last viewing date is when the migration occurred, unless it was viewed more recently. For example, if your video was migrated in from Ensemble in September 2022 but later viewed on April 13, 2024, the retention time limit will be based on April 13, 2024.
   
• Can I request an extension?
  Yes. Please submit your request along with a justification at tuhelp.temple.edu.

To learn more about Panopto, see the ITS Panopto page.