Learn – Data Retention Policy – Course Retention

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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

  • 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.
  • Course Organiser and Course Secretaries will receive automatically generated emails 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 course organisers and course secretaries 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.

https://www.ed.ac.uk/information-services/learning-technology/virtual-environments/learn/about-learn/data-retention-policy

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