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Along with other media systems Mediacentral does not have infinite data storage and from time to time weÌýevaluate what content is being stored and viewed in the system.

To ensure that we are not storing duplicateÌýor test data, on an bi-annual basis, all contentÌýis reviewed to see if it is being viewed.Ìý

Note: Mediacentral is a Video-on-Demand tool and as suchÌýshould not be used as a data storage facility. All users should use either theirÌýOneDrive, or S:DriveÌýfor long term storage,Ìýbecause the amount of content is increasing rapidly, the Mediacentral teamÌýisÌýnow following aÌýpolicy of retention:

Content

All media filesÌýwill be kept online for a minimum period of 1Ìýyear from uploadÌýand for 5Ìýyears in total,Ìýunless advised otherwise.

There is no guarantee that we will keep all files within Mediacentral as this in manyÌýcases is inappropriate.ÌýThe Mediacentral team will ensure that all media filesÌýstoredÌýwill be processed in a secure manner.

• A content ownerÌýis responsible for removing any content they have uploaded in a timely manner, where it has either been updated elsewhereÌýor is no longer required.
• If creating a test file, content owners should remove these once the test is completed.
• If a videoÌýhas been uploaded and viewed in the past 12 months, then it will be kept in Mediacentral for a further 12 months.
• Where users (staff and students) have left »Ê¼Ò»ªÈË over 1 year ago since their last upload, then all videos in their personal category will be deleted.

As part of the HR form you will be asked to completeÌýwhen you leave UCL you will be reminded to complete a review of your media content held in UCL systems.

• If you are leaving UCL and your content is used by others, then itÌýis importantÌýthat the content is moved into a category, other than personal. Please request a change of ownership for content thatÌýmay be required in the future. To do this contact theÌýMediacentral teamÌýfor assistance.
• Where a staff member has left »Ê¼Ò»ªÈË but a colleague wishes to have access to their media, a request must come from a departmental adminsitrator of Head of Department.

When do we review and remove media content

• Content archival will be undertaken at any time throughout the year and can also be done upon request.
• In most, but not all instances, content will be deleted during the summer break.
• Many Mediacentral users upload test files to either test the process, or to see how their content looks, all test files areÌýremoved from the system on a regular basis.

Content stored, but not viewed

• User content that resides on the serverÌýthat is older than 24 months will be removed if it has not been viewed within the previous 12 months.
• Users will be informed that the content will be initially stored offline and if they require a copy, they can download before it is archived or make a request to the service teamÌýfor a copy.
• The Mediacentral team will happilyÌýassist with any user who has difficulty downloading their content.

Duplicate Uploads

• The Mediacentral team hasÌýseen a significant rise in duplicated uploads, this process is not required if you are just updating your original upload as you can overwrite this, this keepsÌýthe same unique ID which is useful for the content shared and viewed on a webpage.Ìý
• System administrators will ensure that duplicates are removed from the system as soon as it is practical to do so.

Student Submissions

• TheseÌýwill be kept for a period of 1 year in the system and for 6 years in total unless advised otherwise. There is no guarantee that we will keep these files within Mediacentral as this in most cases is inappropriate - The files are stored securely.

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