Panopto Retention Guide

To remain responsible stewards of the university’s online storage resources, Panopto administrators have implemented automated records retention for UT Panopto cloud storage.

Panopto Retention Periods

  • Any video that has not been viewed in 15 months will be automatically archived.
  • Any video that has not been viewed in 5 years will be automatically deleted.

If you wish to retain videos longer than 5 years after they were last viewed, please contact the Service Desk at help@utexas.edu to discuss your options. Users who choose or need to retain videos longer than 5 years will assume records retention and disposition responsibilities for the recordings.

Accessing Archived and Recycle Bin Videos

Users can restore archived videos upon request Links to an external site. through their Panopto library. Videos may take up to 48 hours to be restored after the request is submitted; once a video is restored and viewed, its retention period is reset.

Upon deletion, videos are moved to the “Recycle Bin” for 90 days before being permanently deleted. Content creators may recover their own videos from the Recycle Bin Links to an external site. within that 90-day period.

Records Categorization

The Panopto retention periods have been set in collaboration with Records and Information Management Services (RIMS) and in accordance with the University of Texas at Austin Records Retention Schedule (UTRRS) Links to an external site.. While video recordings stored in Panopto may be classified as several different records series, analysis shows that the most common records can be classified as:

  • AALL029 Staff Meeting Minutes and Notes (1 year)
  • AALL350 Student Coursework, Tests, Assignments (End of Semester + 1 year)
  • AALL352 Course Records (End of Semester + 5 years)
  • AALL353 Class Lecture Records (AV)

The five-year retention period for Panopto videos meets the longest retention period required for these common records series.

If your recordings in Panopto fall under a different series, please reach out to RIMS for guidance on classifying and destroying your records.