Last Updated: March 24th, 2025 4.00 PM
Last Updated by : VM
Overview
To sustain Sheridan’s Kaltura platform and optimize long-term costs, we at Sheridan are implementing a media purge process starting March 26th, 2025. This will affect media created between 2017 and 2020 that have 0 plays.
Phased Purge and Outreach Process
The purge will be executed in the following order, with users in each group possessing media of larger volumes being prioritized for outreach:
- Round 1: Current Staff and Students
- Round 2: Inactive Users, including alumni
Available Tools:
To help you prepare for the purge, we have already made the Download and Recycle Bin tools available to all content owners. These tools will help you manage your media and take necessary actions in advance.
What to Expect:
1. Notification Email: Only affected users will be contacted. You will receive an email clearly outlining the following:
- A list of affected media
- Required actions and the deadline for completion
- Final actions, dates, and process details.
2. Reminder Policy
You will receive a maximum of three reminder emails before final actions are taken.
Please Note:
Stakeholders will be copied on communications if the media has a broader impact. We encourage you to work within your department to coordinate the backup of media, while we are here to support you throughout this process.
Important: All email threads and attempts to contact users will be documented in case of any dispute. Once the purge is executed, the data will be irrecoverable. So, we kindly request you to pay close attention to the reminders and act accordingly.
3. Purge Process
If no action is taken after the third and final reminder email, the media will be permanently purged. Once purged, the data cannot be recovered.
Therefore, we kindly request that you review your media and take appropriate actions, such as downloading important files or deleting unnecessary content, to prevent potential loss. If the media is published in one or more courses, please consult with your faculty regarding backup options.
Should you have any questions or concerns, please do not hesitate to reach out. Rest assured; final purge actions will only be carried out after all efforts to contact users have been made. Be sure to check your email for further instructions.
FAQ
Q1: How do I know if my media will be affected?
A: You can review the Media Gallery for content created between 2017 and 2020 with 0 plays as potentially affected. If so, you will receive an email with details and required actions.
Q2: What if my media is still in use in courses?
A: If your media is still being used in any active courses, we recommend consulting with your faculty before taking any action.
Q3: How can I prepare while I wait for the email to arrive?
A: You do not need to wait for the notification email to act. You can start reviewing your media and use the available tool to preserve important content, ensuring you’re prepared and avoiding the need for immediate action later.
Q4: How can I back up my media?
A: Use the Download Tool provided to download your media. If your media is no longer required, you may move it to Recycle bin.
Q5: Is there a dashboard where I can review my media and its usage?
A: Yes, you can use your Media Gallery to review and track the usage of each media. You can sort by the number of plays or last updated. The Media Gallery provides details such as plays, analytics, and impressions for each video, helping you assess and make informed decisions. However, there is currently no single dashboard to view all data in one place.
Q6: When will the final purge happen?
A: The final purge will occur after three attempts to contact the user. A clear timeline and instructions will be provided via email prior to final actions.
Q7: How can I manage my media better as a SLATE user, for the future?
A: We recommend to regularly review and clean your media library by deleting unused content, organizing and labeling media, backing up important files, and tracking media usage to ensure proper management.
Q8: How can we, as a faculty, manage our media better?
A: As a faculty, efficiently managing media involves centralizing oversight, collaborating on backups, and regularly reviewing content. Educating staff on best practices will help keep your media organized and prevent unnecessary loss.
Q9: What efforts is SLATE making to minimize the need for mass deletion and create a more automated, efficient process?
A: While we recognize that mass media deletion is not a sustainable solution, the resolution was made out of necessity to address the current overage and the financial burden associated with unused content.
However, we are currently developing Sheridan’s Kaltura media archival policy to automate this process in future, with details to be shared soon. This will offer a clearer understanding of the media lifecycle, user roles and expectations, responsibilities, content management guidelines, and enhance the overall user experience.
Q10: What should I do if I have any questions or concerns?
A: If you have any questions, please feel free to reach out to Sheridan SLATE Team via email at slatehelp@sheridancollege.ca. We are here to assist you with any concerns and provide support.
We understand that media backup, organization, and purge may initially seem daunting and complex, potentially causing concern. However, we advise taking the time to carefully consider and take timely action. Please be assured that we fully recognize the essential role media plays as a key component of course content, as well as the potential consequences of its removal.
No decisions are made in haste; each case is carefully assessed to ensure the most informed and thoughtful decision is made. We are committed to making this process as seamless and smooth as possible.
Thank you for your attention to this important matter. We appreciate your cooperation in helping to maintain the efficiency of the Sheridan Kaltura platform.
