Data Brief

Data

Scope

• To examine the processes available which allow recording content and user deletion from Media Hopper Replay (Echo360).  The project team notes that there will not be an API to support these activities during the lifespan of this project.
• Examine any internal processes or developments that would support the manual deletion of data which will be undertaken by the service team.  The project team notes that Echo360 are planning ‘bulk’ administration features (manual) in Q3/Q4 2019 and the equivalent API developments in Q2 2020.  This project will close in October 2019 after the start of term.  Our funding model changes from August 2019.   
• Seek recommendations from Application Service Management on our short, medium and longer term options.
• Although an 18 month retention period for recordings was adopted by the university in January 2019, recordings made before this are subject to a 2 year retention period.  Deletion of recordings through the application of the retention period are expected to commence in July 2019. 
• A communication plan has been created by the Communications Officer for the Programme to ensure all key stakeholders, including the wider academic & student community are kept informed of our plans.  Communications on retention period activity began in January.
• A web based migration tool and migration guide which supports the transfer of media from Media Hopper Replay (Echo360) to Media Hopper Create (Kaltura).
• Work with Echo360 to determine if any further steps that can be taken to simplify migrating media from Media Hopper Replay to Media Hopper Create. 

Objectives and Deliverables

O1         

To manually delete recordings as per the retention period for the Media Hopper Replay service.

D1.1      

A manual deletion process that will remove the appropriate recordings and can be run monthly by the service team. (M)

D1.2      

A failsafe to be in place to mitigate the risk of human error. (M)

O2         

Advance our processes for the removal of user information from Media Hopper Replay.  Access to the service is already controlled via the two centrally managed virtual learning environments (Learn and Moodle).

D2.1      

An analysis of additional options for the removal of data to produce a recommendation that blends with the Echo360 development roadmap. (M)

D2.2      

Implement the recommended process. (HD)

O3         

To deliver a migration tool to take media from Media Hopper Replay (Echo360) to Media Hopper Create (Kaltura).

D3.1      

Develop and launch a simple web based tool for this purpose.  This will be developed and supported within Learning Teaching and Web.  There will be no Applications Directorate resource required for the development or support of the Video Migrator service. It will be hosted on a ‘chost’ reseller account used by the LTW DLAM Learning Applications Development team. (M)

D3.2      

The team will feed into the programme communications plan to provide users with appropriate information in good time for the commencement of the retention period. (M)

D3.3      

Work with Echo360 to simplify the migration process where possible.  Currently users would still have to manually download recordings from Echo360.  The migrator packages and delivers those recordings to Kaltura. (HD)