Standard for Instructional Data Retention

Purpose

The purpose of this standard is to define the duration of course availability and course data storage in enterprise level instructional tools at Indiana State University. The deletion of older files, course sites, and other saved items is necessary to comply with vendor contracts on storage allotments. 

 

Standards

Product

Data Type

Duration

Exceptions

Communication

Blackboard

Course Sites (standard, for-credit courses)

18 months from the end date of the term in which they were taught.

By request of the Office of Registration and Records, Financial Aid, or University Counsel.

An email will be sent to all staff and faculty two weeks, one week, and one day prior to course removal.

Blackboard

Non-Course Sites

(developmental, advisement, etc.)

24 months from the last access date.

12-month extension by request of the owner or instructor.

Exception Request

An email specifying course names will be sent to course instructors two weeks, one week, and one day prior to course removal.

Canvas

Course Sites (standard, for-credit courses)

18 months from the end date of the term in which they were taught.

By request of the Office of Registration and Records, Financial Aid, or University Counsel.

An email will be sent to all staff and faculty two weeks, one week, and one day prior to course removal.

Canvas

Non-Course Sites

(sandbox, templates, etc.)

24 months from the last access date.

12-month extension by request of the owner or instructor.

Exception Request

An email specifying course names will be sent to course instructors two weeks, one week, and one day prior to course removal.

Yuja

Instructor created content

18 months from the end date of the term in which they were taught.

12-month extension by request of the owner or instructor

Exception Request

An email will be sent to all staff and faculty two weeks, one week, and one day prior to course removal.

Yuja

Student created content

18 months from the end date of the term in which they were taught.

By request of the Office of Registration and Records, Financial Aid, or University Counsel.

An email will be sent to all staff and faculty two weeks, one week, and one day prior to course removal.

Studio

Instructor created content

18 months from the end date of the term in which they were taught.

12-month extension by request of the owner or instructor

Exception Request

An email will be sent to all staff and faculty two weeks, one week, and one day prior to course removal.

Studio

Student created content

18 months from the end date of the term in which they were taught.

By request of the Office of Registration and Records, Financial Aid, or University Counsel.

An email will be sent to all staff and faculty two weeks, one week, and one day prior to course removal.

Zoom

All cloud recordings

180 days after creation

No exceptions. Recordings should be uploaded to Yuja or Canvas Studio if they need to be kept for a longer time period.

Recordings will be moved to the trash 30 days before final removal.  By default, your Zoom account will notify you 7 days before a recording is permanently deleted.

Other Cloud services

This could be publisher sites, poll services, or other 3rd party tools not managed by OIT.

Please review the vendor’s terms of service.

 

 

 

Related Instruction

Video Instruction for Downloading Blackboard Course Files to OneDrive. (Windows)

To save Blackboard course files in OneDrive (Windows).

  1. Open the course in Blackboard.
  2. Scroll down to the Course Management Control Panel and select “Content Collection”.
  3. Click on the name of your course.
  4. Use the checkbox to the left of the file names to select which files you wish to retain.
  5. Select “Download Package” from the top menu.
  6. The file will download as a Zip file, click the folder to open it.
  7. Click “Extract all” from the “Compressed Folder Tools” menu.
  8. In the pop-up box, select “Browse”.
  9. Navigate to the OneDrive folder where you wish to save your files.
  10. Click on “Select Folder”, the file path in the pop-up box will update to the folder you selected.
  11. Click “Extract”.
  12. Your files will now be saved to your OneDrive folder.

 

To save Blackboard course files in OneDrive (Windows).

  1. Open the course in Blackboard.
  2. Scroll down to the Course Management Control Panel and select “Content Collection”.
  3. Click on the name of your course.
  4. Use the checkbox to the left of the file names to select which files you wish to retain.
  5. Select “Download Package” from the top menu.
  6. Click “Save File” in the window that pops up.
  7. Go to Finder/Downloads and find the zipped file that you just downloaded.
  8. Double-click on the zipped file. It will “Expand” the file.
  9. Open a new finder window (“Command N”) and navigate to your One Drive folder.
  10. Drag the expanded folder from the “Downloads” Finder window to the “One Drive” Finder window
  11. Your files will now be saved to your OneDrive folder.

 

To save test or pool questions please review the tutorial on Blackboard’s page: https://help.blackboard.com/Learn/Instructor/Tests_Pools_Surveys/Reuse_Questions/Import_or_Export_Tests_Surveys_and_Pools

 

Was this helpful?
0 reviews

Details

Article ID: 82722
Created
Tue 7/9/19 11:06 AM
Modified
Fri 3/12/21 4:35 PM