Panopto Retention Procedure Frequently Asked Questions (FAQ)
Beginning in April 2025, Panopto videos will be retained for a total of 4 years and 7 months.
This article covers the following questions:
- What are the goals of this retention procedure?
- How long will Panopto content be stored?
- Will I be notified when my content is archived or deleted?
- When will the new retention policy be run?
- What do I need to do?
- How do I restore content from the archive?
- Can I download my content from Panopto and save it myself?
- How do I mark a folder or video to not be deleted?
- How do I delete my own videos that I no longer need?
- Need assistance?
St. Edward's University is implementing a content retention procedure for Panopto videos to optimize resources, manage costs, and ensure compliance with university data retention policies. This procedure ensures that actively used content remains readily available while archiving or deleting older, less frequently accessed videos.
Panopto keeps videos for at least 4 years and 7 months.
Procedure example
What does the retention procedure look like?
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September 2024: A course recording or Zoom meeting recording is uploaded to Panopto and viewed in October and November of that year.
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June 1, 2026: The recording is archived if no one has played the video since November 2024 (19 months).
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June 1, 2029: The recording is deleted if the video has not been played (now 3 years since it was archived).
Whenever a video is viewed, regardless of how long, the clock resets.
No, you will not be notified when content is archived or deleted.
The procedure will take effect on April 15. It will run twice a month on the 1st and 15th of every month.
Archiving and deletion will take place automatically. No further action is necessary if you do not wish to retain any content. If you have content you want to restore from the archive, you should follow the instructions below to restore it to the live system. Restoration generally can take up to 48 hours, depending on the recording length and system load. If you want to make sure an important video is not deleted in the future, you should follow the instructions below to mark a video for indefinite retention.
If you try to view an archived video from the Panopto Viewer or Embedded Viewer (on a Canvas page), you’ll see the following message: “This video is archived and must be restored from the archive before it can be viewed. Restoration may take up to 48 hours.”
Select the “Restore from Archive” button to restore the video.
Note: When a video is archived, the permissions are kept, and as such, Viewers will only be able to see the archived videos they have access to, and they must be authenticated to view them.
Yes, you can download one video at a time in MP4 format. See the instructions on How to download a video as an MP4. (https://support.panopto.com/s/article/How-to-Download-a-Session-as-an-MP4)
In Panopto, click Settings (gear icon) for a video or folder. Click Manage on the left side and then click the Retention Policy dropdown. You’ll have to pick between several retention options, including “Retain indefinitely.”
Here are instructions on how to permanently delete recordings from Panopto.
Contact IET Support at support@stedwards.edu.