Review Media in Kaltura

Introduction

This article provides guidance for reviewing media in Kaltura (media.ithaca.edu) that has been identified by the Automation Manager for having the "flavors" removed and/or deletion. It outlines the steps to review your media and what action to take, or not. 

Kaltura is the video platform in Canvas and at media.ithaca.edu. As part of Ithaca College’s unlimited bandwidth contract with Kaltura, a deletion policy is required.

Media that has not been played for 2 years will be flagged to have all "flavors" removed. Deletions will only occur with videos which have not been played by anyone for 3 years. An email will be sent to the owner 15 days before a video is deleted with options to stop the deletion and retain the video for another 2 years before it is set for review again.

Audience

This article is intended for all Ithaca College faculty, staff, students with media being distributed through Kaltura.

Platform

Kaltura, accessed through Canvas and/or media.ithaca.edu

Review Your Media

If you received the following email, you may want to review which media has been identified for having the "flavors" removed, or marked for permanent deletion.  This is an opportunity to review your Kaltura content.

Hello XXXXX,

On XXX, 01 XXXX, 2026 xx:xx:xx GMT, Media Retention - 2yr no views rule was run and new entries were added to your review queue. These are media entries you own that have not been viewed in 2 years.

In 14 days, all 'flavors' for the listed media item(s) will be deleted. Flavors are different versions of the same video or audio file, each optimized for a specific quality, resolution, format, or bitrate. They are essentially copies of the source media, but tailored for different playback or distribution needs. The original Source video will remain for 1 additional year, at which time it too will be deleted. You will receive a similar notification before this occurs and have a chance to retain the media.

If you would like prevent the pending action and preserve the media, the media item needs to be played for at least ten seconds. This will reset the clock for another two years. Either visit the media in media.ithaca.edu, or where you use the media (Canvas course, website, etc) to play it and reset the action for another two years.

Please be sure to review your queue prior to XXX, 15 XXXX, 2026 xx:xx:xx GMT.
If you have questions or need assistance, please reach out to the IT Service Desk.

Thank you,
Ithaca College Information Technologies Team

This is a system generated message. Please do not reply to this email.

 

Steps to Review Your Media

  1. Navigate to media.ithaca.edu and login with your IC email and password
  2. Click on the person icon and select My Media from the drop-down menu
  3. Using the Filters option in the menu on the left-side of the screen, navigate to Creation Date and select Custom
  4. Enter the dates as a 2-digit DAY, 2-digit MONTH, and 4-digit YEAR. 
    1. After - enter 01/01/2010
    2. Before - enter the date 2 years before the date of the email (for example, an email received on July 1, 2026 would be entered as 01/07/2024).
  5. Any media within that window will be shown in the Results

Action

  • Next to the thumbnail of your media, the information listed includes the Name of the video, Type of media, your Access (Owner, Co-Editor, or Co-Publisher), number of Views, number of Plays, and Status (ie: Published)
  • Based on the information listed, determine if you need to keep the file including all flavors, or if it can be deleted following the settings of the Automation Manager

 

I do not need this media

  • If you do not need to retain the media materials, NO ACTION is required by you. Kaltura media will automatically be deleted when the retention period ends.

 

I need to keep my media

  • Locate the media in the list you want to keep and click on the thumbnail of the media entry to load the media on the page
  • Click the Play button
  • Let the media fully load and play it for at least 30 seconds
  • You do not have to view the entire video or audio. Your media entry analytics will be updated and the media will be retained in Kaltura for an additional 2 years

 

Will you store my media forever?

No, even though it may seem like a good idea, you should not rely on this service as your sole media archive.  Please store your original files in a secure place in the event your files get removed from this service.  It is your responsibility to maintain backups of important files.

 

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