Data Retention Policy for YuJa

From December 15, 2023 we will be running a nightly data retention policy that automatically archives all videos that haven’t been viewed over a year. This is being implemented to clean up old, unused videos, and help with the eventual migration to the new video platform, Panopto, that will replace YuJa in June 2024.

Policy Details

From December 15, 2023, all videos that haven’t been viewed in over a year will be automatically archived on a nightly basis. Archived content will be moved to the “My Archive” folder in your Media Library and will become unavailable to viewers. This is a non-destructive process and no content will be deleted.

  • If you want to opt out of the data retention policy, you can tag your videos with the word “keep”. This will prevent them from being archived. 
  • If you later find a video has been archived that you decide you wish to keep, then you can restore it yourself and apply the “keep” tag as above. This will prevent the video from being migrated on the next pass. 

This recurring policy is the next step in our plan to reduce the number of videos that will need to be migrated to Panopto when it replaces YuJa as our video platform in April 2024. We really appreciate your patience and understanding as we work toward this goal

Archived files will be moved to a folder called My Archive.

Opting Specific Videos out of the Process

If you find a video has been archived that you actually wish to keep, you can restore it and add the ‘keep’ tag, which will tell the archive process to skip the video in the future.

The migration of content from YuJa to Panopto in 2024 will be a resource-intensive and complicated process. We really appreciate you helping us with this by only retaining videos that you have specific need for.

Restore a Video From the Archive

YuJa’s ‘My Archive’ folder serves as a repository for videos that have been moved from your active library due to storage limitations or other criteria. To restore a video from your ‘My Archive’ folder, follow these steps:

  1. Locate the ‘My Archive’ folder: Access YuJa and navigate to the ‘My Media’ section. On the left panel, you’ll find the ‘My Archive’ folder under the ‘Archives’ section.
  2. Identify the video to restore: Browse through the listed videos in the ‘My Archive’ folder. Locate the specific video you want to restore and click on it.
  3. Initiate the restore process: Once the video is selected, you’ll notice a ‘Restore’ option appearing over the video preview. Click the ‘Restore’ button to begin the process.
  4. Monitor the restoration progress: The restoration process may take a few minutes, depending on the size of the video and the current server load.
  5. Receive completion notification: Depending on your notification settings, you may receive an email confirming when the restore process has completed.
  6. Verify restored video: Restored videos will return to your My Media and confirm that the video has been restored successfully.

By following these steps, you can easily restore videos from your ‘My Archive’ folder in YuJa, ensuring that your important video content remains accessible. However, to prevent the video from being archived again the next night, you will need to add the tag ‘keep’ to the video.

Opting a Video out of the Archive Process

Adding the tag ‘keep’ to a video, tells the system to skip that particular video when it’s running the archiving process. So even if a video has not been viewed in 365 days, it will remain in your My Media folder.

  1. Locate the video you want to tag. You can do this by searching for the video in the Media Library or by browsing through your My Videos list.
  2. Click on the More button next to the video. This will open up a menu with additional options.
  3. Select the General tab. If not already selected, open the General tab to edit the details of the video.
  4. In the Tags field, type in “keep” then select #KEEP from the drop-down that appears. You can also add other relevant tags, such as the topic of the video or the name of the presenter. Note that the tag is not case-sensitive.
  5. Click ‘Save General’. The tag will now be added to the video.

Getting Help

If you have any questions or issue about this policy or the process to opt-out videos, contact Help4u.

Updated on 25/01/2024

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