Panopto Retention Policy
On July 1, 2025, the Division of Information Technology will implement a retention policy of automatically archiving all Panopto video content that has not been viewed in the past 12 months. Users will be able to retrieve archived content. This policy outlines the retention period for video content stored in Panopto as well as guidelines for managing content with this policy.
Why implement a retention policy?
Implementing a retention policy for Panopto is necessary to meet financial needs by managing costs and anticipating future storage costs.
Panopto’s updated pricing structure now charges for video content across three categories:
-
created hours - hours of video that is recorded or uploaded into our Panopto library
-
stored hours - total number video hours stored in our Panopto library, including videos in the Recycle Bin
-
archived hours - total number video hours that are moved into our Panopto Archive folder. This content is searchable by viewers but may require up to 48 hours to retrieve for viewing.
Previously, charges were based only on hours of newly created videos and hours viewed. With the new model, any excess hours in these categories will incur additional costs for the University. By implementing this retention policy, we aim to optimize storage use, reduce storage costs and more effectively manage the volume of retained content.
What is the retention policy?
To ensure efficient use of storage and manage costs, the Division of Information Technology will implement an automatic 12-month rolling retention policy for Panopto content:
-
All content that has not been viewed in the past 12 months will automatically be archived. This content is retrievable and will require up to 48 hours for the content to return.
On July 1, 2025, Panopto videos that have not been viewed in the past 12 months will be automatically archived as per the next round of implementation of the Panopto Retention Policy. This applies to all video content in Panopto.
Current Enforcement
Next Enforcement
Following Enforcement
July 1, 2025
July 1, 2026
July 1, 2027
FAQs about the Panopto Retention Policy
What content is included in the retention policy?
The retention policy will be applied to all videos stored in Panopto. This includes any videos imported from Zoom, videos from Canvas courses, and recordings from My Folder.
What is the retention policy schedule?
Currently the retention policy will be applied to all videos stored in Panopto on an automatic 12-month rolling schedule.
What if I have a recording embedded in an active course?
If a user views an archived recording in an active course, they will see the following message: “This video has been archived and must be restored from the archive before it can be viewed. Restoring the video may take up to 48 hours”.
How do I find archived recordings?
Users can find archived content from within their Panopto folders, by searching for them, or by attempting to view an archived video from within the Panopto Viewer of the Panopto Embedded Viewer. You can include archived videos in your search by selecting the “Include Archived videos” icon, which looks like a file box, in the search filter. Archived content will appear with the thumbnail image greyed out with the Archive icon over it.
How do I restore archived recordings?
Recordings can be restored after users select the “Restore from Archive” button. Videos will then be accessible within 48 hours of request.
Archived content that is in the process of being restored will not show the “Restore from Archive” option but will display the following message instead: “Video restore from the archive started (archive start date and time). Video will be available for viewing in (time remaining until the video is restored)”.
If a video is restored, it will appear in its associated folder once it is ready to view.
How can I download/backup recordings?
Will I receive a notification before my content is archived?
No, unfortunately users will not receive a notification before their Panopto video is archived. However, when an archived video is restored, the creator will receive an email with a link to the restored video and information about who performed the restoration.
Will archived videos be permanently deleted after a certain period?
Currently, archived videos will not be deleted.
Experiencing an issue or need additional support? Contact our OneIT Team by