Effective Technology for Managing Your Institutional Retention Policy

Karen Butterfield
Karen Butterfield

Storing Your Institution’s Digital Content

In an age where much of your institution’s content is created and stored digitally, finding a storage repository that meets your needs affordably has become a challenge. At YuJa, we recognized the issue institutions were facing. Not only were university and college officials being forced to either find individual videos, download and then delete them from the platform they used to create it — a manual and laborious process — or to pay additional fees for using video conferencing products as a repository.

YuJa offers a Data Management tool within the Video Platform that enables administrators to create data policies to archive content based on views, type, user and date of upload. Another tool, YuJa Himalayas for Digital Compliance, allows you to identify compliance issues, manage risks and enables e-discovery scenarios. 

Data Retention and Management Policies Support Video Life Cycle Management

policy creator screenshotAdministrators can create and enforce data management policies within the Data Management tab of the Admin Panel. Administrators can define one or more policies that enable bulk data review capabilities, as well as data governance of an institution’s video repository.

Using the Video Platform’s Data Management, content managers can: 

  • Define customized data policies to automatically govern how content is archived, retrieved, purged or segmented
  • Review and search video conference recordings
  • Analyze and search visual content
  • Archive content in the cloud affordably

Data Management Policies Help Automate and Streamline Workflows 

The Data Management panel enables the creation, editing, deletion and execution of data administration policies to identify specific data subsets.  This content can be deleted, downloaded (individually or in bulk) or archived. Each policy can specify multiple rules including:

  • data management screen shotContent added before a specific date
  • Content added before a certain number of days
  • Content added by specific users
  • The exclusion of specific user content
  • Type of content created
  • Media not viewed for a specific amount of days

Successful Management Saves Terabytes of Data

Several institutions have implemented various rule types to save both time and money in data storage and management costs. 

  • The University of North Dakota was able to reduce its overall storage by 24 terabytes (TBs) by creating a rule to find and remove all student videos created prior to a certain date. The policy was created using a combination of custom rules YuJa supports, including video content owned by student rule types along with content without any views within a 180-day period.
  • HEC Montreal found 17 TBs of content that did not have a single end-user view within a 60-day period. They created a policy based on YuJa’s custom role policy to track and filter unviewed content. 
  • MSU Denver archived more than 14 TBs of content based on a 548/548 rule. The institutional policy allowed them to find videos that were both uploaded 548 days ago and that had no views within a 548-day period and archived those videos 

For more information on how to set up data management policies, view our support article with step-by-step instructions.

About YuJa

YuJa is a leader in ed-tech solutions. Our platforms provide organizations of all sizes with the tools to educate, engage, inspire and collaborate. We serve learning organizations of all sizes, within all sectors, including higher-ed, K-12, government, healthcare, non-profit and corporate delivering engaging video experiences. We have legal headquarters in Delaware with primary U.S. offices in Silicon Valley, California and Canadian offices in Toronto.

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