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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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) 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