Data Retention Policy

To main­tain effi­cient and secure learn­ing plat­forms, NIC fol­lows a two-year reten­tion sched­ule for Bright­space and Kaltura con­tent. CTLI and IT man­age this process by remov­ing reg­is­tra­tion-linked Bright­space cours­es every July that are more than two years old. NOTE: This does not include man­u­al­ly cre­at­ed cours­es (e.g., Mas­ters, HUBs, Sand­box­es or Self-Enroll cours­es).

July 2026 Brightspace Course Deletion Schedule

Reg­is­tra­tion-linked Bright­space cours­es from the fol­low­ing terms will be delet­ed July 1, 2026.

  • Win­ter 2023
  • Spring 2023
  • Sum­mer 2023
  • Fall 2023
  • Win­ter 2024
  • Spring 2024

Instructor Actions

Instruc­tors are encour­aged to export their cours­es for con­tent they need to retain beyond two years. In addi­tion to this, Instruc­tors are also required to keep Mas­ter Cours­es up to date by copy­ing con­tent from the live course back into the Mas­ter at the end of term. NOTE: By default stu­dent data is not includ­ed in the copy process.

To back up your course or copy con­tent into the Mas­ter fol­low the step-by-step instruc­tions con­tained in the resources linked below.

In addi­tion to Bright­space con­tent, Kaltura record­ings of class­es and teach­ing mate­ri­als are con­sid­ered offi­cial Col­lege records, as defined in NIC Pol­i­cy 1–05. To com­ply with this pol­i­cy, pro­tect stu­dent pri­va­cy, and help man­age NIC’s Kaltura stor­age lim­its, instruc­tors are asked to reg­u­lar­ly review and ‘weed’ their Kaltura video col­lec­tion. Any record­ings con­tain­ing stu­dent data, such as record­ed online class­es, video assign­ment sub­mis­sions, or record­ed meet­ings that are old­er than two years should be delet­ed. If there are record­ings you wish to retain, they should be backed up to your NIC OneDrive account, which pro­vides 1 TB of stor­age.

To delete videos from your col­lec­tion fol­low the step-by-step instruc­tions in the PDF below.

Common Questions

Live cours­es are reg­is­tra­tion-linked cours­es and are auto­mat­i­cal­ly cre­at­ed based on offi­cial course reg­is­tra­tions in Col­league. These cours­es have stu­dents enrolled and are delet­ed every two years as per NIC’s 2‑Year Data Reten­tion Pol­i­cy to main­tain stu­dent pri­va­cy.

Mas­ter cours­es are man­u­al­ly cre­at­ed upon request and offer instruc­tors a space to pre­pare or exper­i­ment in a course with­out any stu­dents enrolled. Each Mas­ter course is asso­ci­at­ed with a spe­cif­ic course (e.g., ENG-116, MAT-181) and can also serve as a back­up to the live course. Mas­ter cours­es may con­tain mul­ti­ple instruc­tors. At the end of each term, instruc­tors should copy con­tent from the live course back into the Mas­ter Sand­box to keep it up to date. These cours­es are not delet­ed unless request­ed by the instruc­tor or Depart­ment Chair.

In some cas­es, course recov­ery may be pos­si­ble. Please sub­mit a ser­vice desk tick­et to request access to a delet­ed course, include the course name, course code, semes­ter and year. NOTE: requests for course recov­ery can only be made by the instruc­tor who taught the course.

Please review your Kaltura media reg­u­lar­ly and delete any videos that are no longer need­ed or are out of date. Most impor­tant­ly, ensure that any record­ings con­tain­ing stu­dents or stu­dent infor­ma­tion, such as Kaltura Vir­tu­al Class­room record­ings, stu­dent video sub­mis­sions, or feed­back videos, are removed once they are no longer required or if they more than 2‑years-old.

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