Any views expressed within media held on this service are those of the contributors, should not be taken as approved or endorsed by the University, and do not necessarily reflect the views of the University in respect of any particular issue.

Learn – Data Retention Policy – Course Retention

As part of the project to move Learn to the Cloud last year we looked at implementing a data retention policy on Learn. This has been an interesting piece of work comprising a lot of initial research and understanding of the data held on Learn and our responsibilities with it. Karen Howie drafted a Data Retention Policy that was consulted upon and approved by the Project Board for Learn to the Cloud.

After go-LIVE in July last year and the madness of start of term the team here started to investigate how we could implement this policy in Learn as smoothly as possible. I’d like to share information about what the Data Retention Policy will mean for courses:



  • Courses that have been created over five years ago and that have no active student enrolments will be deleted in Learn on a monthly basis by the Service team.
  • Course content (only) will be backed up prior to deletion. These backups will be stored for a further six months before deletion.
  • Instructors will receive automatically generated emails three or six months prior to deletion, then again one month prior to deletion. This would be the opportunity to contact the Service team to say the course should not be deleted.

We’re now in the process of testing the first build of this process. As we now have a TEST environment which is a copy of LIVE we can run through the whole process double checking information and courses returned and checking the correct instructors have been identified.


Next week, we’ll look at what the Data Retention Policy will mean for users, and I’ll let you know how testing is going.

To read the full Data Retention Policy for Learn please visit the link below.


Leave a reply

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <s> <strike> <strong>

This site uses Akismet to reduce spam. Learn how your comment data is processed.


Report this page

To report inappropriate content on this page, please use the form below. Upon receiving your report, we will be in touch as per the Take Down Policy of the service.

Please note that personal data collected through this form is used and stored for the purposes of processing this report and communication with you.

If you are unable to report a concern about content via this form please contact the Service Owner.

Please enter an email address you wish to be contacted on. Please describe the unacceptable content in sufficient detail to allow us to locate it, and why you consider it to be unacceptable.
By submitting this report, you accept that it is accurate and that fraudulent or nuisance complaints may result in action by the University.