Opencast lifecycle announcement | Dec 2025
We are introducing an update to the management of video content in the university's Opencast media archive, which will come into effect on February 1, 2026.
We are introducing this change to ensure that digital records are handled responsibly: data should only be stored for as long as it is actually needed. This protects data privacy, prevents the unnecessary accumulation of old files, and supports the efficient use of available storage space. At the same time, users retain control over which records should be kept long-term.
What's changing?
From 1 February 2026, videos that are not linked to active OpenOLAT courses or publicly shared via the AV Portal will be reviewed at the end of each semester. If a video has not been shared in any OLAT course or made public-facing at a three year milestone (for teaching content) or four years (for non-teaching content), it will be moved from a "Published" status to an "Unpublished" status. Unpublished videos will be deleted 12 months after being set as unpublished. This process is called 'lifecycling'. The lifecycling states are defined as:
- Published: Videos remain fully accessible in OpenOLAT and on the AV Portal.
- Unpublished: Videos no longer visible in courses or public portals, but still available for download from av-admin.uibk.ac.at for 12 months.
- Deleted: After the 12-month grace period, unpublished videos are permanently removed from the system.
Videos are identified as teaching if they contain an LV code in their title or series assignments.
Importantly:
No video will be deleted before 1 February 2027. Lifecycle-candidate videos recorded during SS20/21 and SS21/23 will first be unpublished from viewing from February 1st 2026, with deletion only occurring a full year later.
This gives you over a year to review your older recordings and download any you wish to retain for personal or future use.
How can I tell if my videos are impacted?
- As a general rule, if your video is used in any non-deleted OLAT course (in preparation, published or completed), it is termed 'in-use' and will not be impacted by Opencast lifecycling.
- Opencast or AV Portal videos openly viewable in public websites (uniCMS, personal websites, etc.) are termed ‘in-use’ and are not affected by the Opencast lifecycle.
- OpenOLAT can contain and display video uploads added as raw MP4 uploads to OLAT. These are stored inside OLAT and not impacted by Opencast lifecycling.
- Videos with two screens (camera and screen) are always Opencast videos. These will be impacted by Opencast lifecycling if not used in OLAT or not publicly shared via AV-Portal, and older than three years.
What you could do now
- Review your videos - Log in to av-admin.uibk.ac.at and check which recordings are listed under your name.
- Download what you need - If there are videos you wish to keep beyond the policy timeline, please download them using our step-by-step guide on the opencast help pages
- Delete what you no longer need - Removing unwanted files now helps reduce clutter and keeps your archive organised.
- Request an extension if necessary - No video will be in consideration for deletion until Feb 2027. However, if you have a legal or archival reason for declaring a video for archival presently, please contact the Service Desk to request an extension in-advance. Note: a system to help users declare archival content is in the planning stages over 2026 (see below).
Looking ahead: Long-term archiving.
We are consulting on a new university-wide digital archive system, which will introduce an additional "Archived" status for media materials requiring preservation. Once this system is ready, you will be able to formally nominate videos for long-term preservation. No deletions will occur until this system is fully operational and all users have been guided through the new process.
We understand that these changes may feel disruptive, especially when videos represent years of teaching effort. Please be assured that this policy is not designed to erase your work, but rather to ensure that it remains accessible where needed and does not accumulate unnecessarily in digital storage.
If you have questions, need help downloading recordings, or would like guidance on which videos to retain, please do not hesitate to contact the Service Desk.
Thank you for your understanding and continued contribution to our digitised teaching excellence.
Warm regards,
DMLT