Overview

Though each Kaltura user at UC San Diego has unlimited media storage, all media are subject to UC San Diego's media retention policies. While you can read about the policy in full at https://mediaretention.ucsd.edu, here's a quick summary:

• 2-Year Policy: Videos not viewed for 2 years may have their automatically-generated alternate quality versions removed. The entry remains in your library and is still playable if the source file is intact.
• 4-Year Policy: Videos not viewed for 4 years are moved to the user's recycle bin and subsequently permanently deleted after 30 days.
• Non-Ready Entries: Some entries never finished uploading or processing and contain no playable media. These unrecoverable entries will be removed as part of regular system cleanup.

UC San Diego periodically performs a "media cleanup" based on these policies. Affected users are notified in advance of any action taken on their media. This article details how to exempt individual entries from the cleanup. 

Critical Concepts

• The exemption is only temporary. UC San Diego performs media cleanups semiannually. Each time, entries will be evaluated solely on the terms of our media retention policies and not on any pre-existing exemption status.
• You can't exempt multiple entries at the same time - you have to do them one-by-one. Unfortunately there isn't a bulk process to exempt entries from cleanup. You have to follow the steps below for each entry you'd like to exempt. If you want to exempt a large number of entries from the upcoming cleanup, send an email to kaltura@ucsd.edu indicating what entries you'd like exempted and why they need to remain in Kaltura. 
• "Non-ready status" entries cannot be exempted. As outlined in our media retention policy, any entries that don't have a "ready" status have encountered some sort of error when uploading. There isn't anything we can do to recover them, so their entries will be removed. (Note that while you can follow the steps below to request exemptions for "non-ready status" entries, those requests will be ignored.
• You must be a media owner or co-editor in order to exempt it from media cleanup. You have to be able to visit the "edit page" in order to request an exemption. 

Steps to Take

The short version of how to request an exemption to media cleanup is to click "edit" on an affected entry and change its "Media Retention Policy Status." 

1. To see a list of your entries that are affected by any of the policies, visit one of the links below:
   
   See entries affected by the 2-year policy
   See entries affected by the 4-year policy
   See entries affected by the non-ready status policy
   
   You should now be in "My Media" (within MediaSpace) looking at a list of media affected by a particular media retention policy.
2. Find the entry you want to exempt, click the kebab (three dots) on its row, and select Edit.
3. Scroll to the bottom of the page and find the pull-down menu called "Media Retention Policy Status." Change its value to Exemption requested until next cleanup. 
4. Click Save at the bottom of the page. 

Perform these actions for any other entries you'd like exempted.