Learn – Data Retention Policy – User Retention

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Following on from last week’s post discussing the management of courses in Learn’s data retention policy we wanted to explain a little more about what will happen with user accounts. This part of the policy is based around the existing account expiry policy at the University, the link to this policy is at the foot of this post. This is more straightforward technically.

Currently a user’s account is set to ‘disabled’ within Learn when their affiliation is suspended within the identity management system, this means a user can no longer log into Learn. As part of the data retention policy we are now planning on deleting user accounts entirely on Learn one year after they have been set to ‘disabled’.

At the moment we are testing the scripts that will generate the lists of courses and users for deletion, what this means in practice is interrogating data to ensure that we have the right restrictions in place and that sensible data sets are returned. While working on this we are also testing deletion of courses and of users within Learn itself, having fully integrated test systems help us with this and ensure we can do fuller tests by creating test accounts in the identity management system and track them through into Learn.

This is the first phase of testing, as we start to roll through more layers of this process in our test systems we document all the testing we conduct and sense check it with the wider service team.

If you have any questions about this planned implementation we’re always have to chat around this, please contact the IS Helpline or email the Learn Service inbox.

 

Account Expiry Policy: https://www.ed.ac.uk/information-services/about/policies-and-regulations/operational-policies/account-expiry

Learn’s Data Retention Policy: https://www.ed.ac.uk/information-services/learning-technology/virtual-environments/learn/about-learn/data-retention-policy

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