Video Retention and Metadata Guidelines CIO Council Update June 12, 2017 Monday 3:15pm Smith 561

Purpose and Intended Outcome To provide an update on the video retention and metadata guidelines developed by subgroups of the Video Storage Working Group Intended Outcome Approval of recommended guidelines as best practice within Harvard schools and departments and as “defaults” within shared service offerings

Storage Working Group Video Storage Working Group Tasked with providing a centrally managed service to provide near-line and longer-term retention of Harvard’s video content Defining standards and guidelines for managing Harvard’s video content, specifically metadata and retention Retention and Metadata Subgroups Chartered in March, bi-weekly meetings began in April Deliverables Inventory/document current retention/metadata practices for media assets Define retention guidelines across media production lifecycle Define guidelines for descriptive, technical, and administrative metadata assignment to video assets

Metadata Definitions Administrative Descriptive Structural Technical copyright, access, use rules, used to manage an asset Descriptive title, abstract, keywords, used for discovery and identification Structural relationships among different component files such as master file, derivatives, internal content structure that might not be obvious in file system Technical information about the video (frame rate, codec, etc.), typically extracted automatically from an asset

Video Metadata Recommendation Metadata Field Purpose Title identifies asset Description additional descriptive data Ingest Date when asset enters system Creation Date when asset was created GRS Category informs default retention requirements per GRS Retention Requirements retention requirements for unscheduled categories Organizational Owner guardian of the asset, ie. tub or org Usage Class define access and latency requirements of asset Filename/path location of asset Security Level informs storage security requirements based on data classification level

Video Retention Recommendation 11/14/2018 Video Retention Recommendation Scheduled video be retained between 1-5 years as per the appropriate General Record Schedule category and then either destroyed or transferred to HUA as per the GRS Lecture capture video (non-scheduled video) is eligible for deletion when: course has been repeated course is no longer offered, or 5 years after course was last offered, whichever is soonest Non-scheduled video follows guidelines similar to the 1-5 years in the GRS IP holder may consult HUA with regards to donation to the collection for long term preservation

Appendix: Video as Scheduled University Records Category Retain Locally Action: Public relations records (1550a) – internal or external comms 3 years or until administrative use ceases Transfer final product to Archives Speech records (1580b) - speeches and talks given by officers and other staff 5 years after event Contact Archives [b - HUA will review non-exec level material for eligibility] Publication records (1665c) – final version Until administrative use ceases Transfer a copy to Archives after production Publication production records/files (1660) 1 year after reuse possibilities have expired Dispose securely Program management records (1135c) - in which video is one of the key functions of the unit - & Special events records (1850) - non-course lectures, class reunions, dedications, ceremonies, visits, and tours, etc. 5 years after creation/completion or event Contact Archives [1135c – HUA will review for historical significance and any duplicate holdings] Search and appointment records* (0765) - talks given by candidates for faculty, professional or administrative staff positions 3 years after end of search Dispose securely* Based on GRS requirements: 1135 – Athletics, Marshall’s Office – where the video is one of the primary functions of the office – regular events, rather than one-off “special” Contact is = to ensure a review is carried out by HUA, unlikely not to take video unless there are rights issues or speech is not deemed to have research value, not an issue with 1135 video There are others, namely records that are specific to museums, but those can be addressed separately: Museum Gallery/Installation Records (6300) https://grs.harvard.edu/gallery-records-6300 Examples: inventories made for security purposes. Retain permanently [need additional input from museums] *legal requirement due to MA statute M.G.L. c.260 § 5B + federal statutes