Panopto Retention Policy - OTIDE Content

The Center for Instructional Technology (CIT) has worked with the Office of Teaching Innovation and Digital Education (OTIDE) to align this policy with other media-related policies within OTIDE. The following policy relates to automatic archiving and removal of Panopto media content.

Policy

Recordings in the OTIDE Department folder will be automatically archived if they have not been viewed for two years at the time of review. Recordings that continue to be viewed will be archived 10 years after their creation date. Once a recording is archived, if not restored, it will be permanently deleted one year after they are archived.

For example: OTIDE media content created in/uploaded to Panopto in 2023 with no views will be archived in 2025 and permanently deleted in 2026. Content that remains active and is viewed will be archived ten years after creation (e.g., content from 2023 will be archived in 2033).

Scope

This policy applies to media content produced by the Office of Teaching Innovation and Digital Education. Materials such as instructor-designed content or media will fall under the purview of the University of Alabama’s general Panopto Retention Policy. “Instructor-designed content or media” includes, but is not limited to, Panopto hosted videos that were not created, edited, or produced by the OTIDE Creative Academic Media Services team.

Related OTIDE Media Policy

The Panopto retention policy for this content is based on an OTIDE media policy. The following language is in the Memorandum of Understanding for media created through the Office of Teaching Innovation and Digital Education (OTIDE):

The retention period for all media (raw and edited) will commence upon the initial launch date of the course aligning with the term of the Agreement. UA reserves the right to dispose of the course material at the expiration of the Agreement unless a decision has been made to continue using the course material. Raw media will be deleted two years after the course launch, and all edited media will be deleted after the initial five-year MOU cycle unless reused for a second cycle, in which case it will be deleted after ten years. This policy applies specifically to media produced and edited by UA Online.