Media Hopper Create - Retention Policy

This policy details processes and criteria for routine deletion of Media Hopper Create media content that is no longer being used as well as personal identifiable data (PID) from expired accounts.

Purpose and overview 

The University must comply with data protection legislation by regularly deleting personal data it no longer requires. With the significant increase in use of the service in recent years, the University will delete old, unused video or audio recordings to ensure it can continue to provide enough storage for current service requirements.  In addition to this, it will routinely delete any personal identifiable data related to expired accounts. 

We will begin a phased approach to media clean up as follows: 

 

Phase 1: Clean-up of Historic Media Content 

As members of staff and students have left the University, we have been left with a large amount of content which is either no longer being used or has not been watched in some time.  To be compliant with University retention schedules and reduce the storage requirements for this content, we will remove content associated with users who have already left the University.  Content will be deleted for any users who no longer work or study with the University. Content owned by a group on Media Hopper Create will not be deleted until all members of that group have left the University.  More information about groups can be found on our service Sharepoint pages.

The following steps will be taken:

  • Playback of their content will be blocked with a message shown in the player informing viewers that this content has been restricted.
  • Existing collaborators on the content (co-editors or co-publishers) will be informed by email that content that they collaborate on will be deleted and encouraged to visit a form to claim content that is still relevant to ongoing teaching or University business

 

Phase 2: Ongoing Media Content Deletions

When a member of staff or student leaves the University, any content owned by their account will be removed from Media Hopper Create in line with the University’s account expiry policy.  

  • Existing collaborators on the content (co-editors or co-publishers) will be informed by email that content that they collaborate on will be deleted and encouraged to visit a form to claim content that is still relevant to ongoing teaching or University business.  This will be done on the day the media owners account is set to expired (at the end of their programme of study date or their final leaving date). 
  • Once the owner’s account expiry date has been reached, playback of the content will be blocked with a message shown in the player informing viewers that this content has been restricted. 
  • After one year of content being unavailable it will be deleted from the service, with no option to restore. 

 

Removal of Personal Identifiable Data (PID) From User Accounts 

When a member of staff or student leaves the University any personal identifiable data (name, University email address, etc.) will be removed on the same day as the users content is deleted. 

 

Policy Information

This policy is effective from the September 2025.

The Learning, Teaching and Web Services section is responsible for maintenance and review of this policy. 

The contact officer for the policy is Karen Howie, Head of Digital Learning Applications and Media (karen.howie@ed.ac.uk).   

Next review due:  Summer 2026

If you require this document in an alternative format, please email(karen.howie@ed.ac.uk).

 

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