MediaSpace: Media Ownership Transfer

Overview

If you are leaving Mines, it is essential to manage your MediaSpace content appropriately. Follow this guide to delete unneeded videos or transfer ownership of important media to another user, ensuring compliance with the Mines IT Appropriate Use Policy and the Mines Record Retention Policy.

Steps for Media Ownership Transfer

1. Identify Media to Transfer

• Review your MediaSpace library to determine which media files are still needed for institutional purposes.
• Delete media that is no longer required following the Mines IT Appropriate Use Policy.
  

2. Transfer Media Ownership

To transfer ownership of media:

• Log in to MediaSpace:
  • Open your web browser and log into my.mines.edu with your Mines credentials.
  • Navigate to the MediaSpace tile within my.mines.edu or use the url, mediaspace.mines.edu.
    
• Go to My Media:
  • Click on My Media from the My MediaSpace navigation link to access yourmedia library.
    
• Select Media: Click on the video you want to transfer ownership of.
• Edit Media Details: Click the pencil icon (Edit) under the video player.
  
• Collaborate Tab:
  
• Select the Collaboration tab.
• Add the new collaborator’s name under Add Collaborator and set the permissions as Co-Editor and / or Co-Publisher.
  

• Co-Editor: A Co-Editor has permission to edit the media’s details (such as the title, description, and metadata), trim or replace the video, and add captions or chapters. However, they cannot delete the media or change ownership. This role is useful for collaborative content updates and refinements

• Co-Publisher: A Co-Publisher has the ability to publish the media in galleries and channels where they have the appropriate permissions. However, they cannot edit the media itself. This role is ideal for users who need to distribute content but do not require editing privileges.

• Co-Viewer:  A co-viewer has permission to watch the video but cannot edit, publish, or manage the content in any way. This role is ideal for restricted access scenarios, such as granting early viewing privileges or limiting content to specific users without making it fully public.

• Change Ownership: Begin typing in the new owner's name within the text field and then select their name from the dropdown menu. After the new owner is selected, click Make Owner to transfer ownership.
  

3. Confirm Ownership Transfer

• Confirm with the new owner that they can see and manage the video in their MediaSpace account.

Steps for Downloading Media

If the media needs to be retained locally before transferring:

1. Follow the above steps to access your video in My Media.
2. Click the Actions button and choose Edit.
    
3. Navigate to the Downloads tab.
4. Save the media file to a secure location.
   

After Departure

• After your departure, MediaSpace administrators may delete, transfer, or otherwise manage videos under an inactive account.
• If you need assistance downloading or transferring media from a former Mines employee, submit a MediaSpace Help Request.

Best Practices for Compliance

• Review the Mines IT Appropriate Use Policy for guidance on managing your media.
• Ensure compliance with the Mines Record Retention Policy.

By following this process, you can ensure a seamless transition of your MediaSpace content while upholding Mines’ policies.