Data Retention Process: 2‑Years for Courses and Videos

As of Jan­u­ary 1, 2023, NIC is insti­tut­ing a 2‑year Bright­space course and Kaltura video reten­tion process to pro­tect and stream­line course and stu­dent data as well as pro­vide orga­nized and effi­cient col­lec­tions of cours­es and videos. This also applies to Blue­Jeans record­ings of online class­es.

Per a NIC Pol­i­cy 1–05 NIC is only required to retain stu­dent grades, stu­dent aca­d­e­m­ic work and teaching/course con­tent for the cur­rent year plus 1 year. This refers to Bright­space cours­es and Kaltura videos. Rolling out a 2‑year reten­tion plan is in align­ment with oth­er post-sec­ondary insti­tu­tions.

Keep­ing our learn­ing tech­nol­o­gy plat­forms clean and orga­nized will pro­vide many ben­e­fits for both fac­ul­ty and sup­port staff, along with those who man­age and work dai­ly in the tech­ni­cal oper­a­tions of Bright­space and Kaltura.

This process will also demon­strate respon­si­ble man­age­ment of stu­dent data for pri­va­cy reg­u­la­tions. It is a respon­si­ble post-sec­ondary insti­tu­tion to not house pri­vate and sen­si­tive stu­dent data, grades, videos, course record­ings in Blue­Jeans and any stu­dent-relat­ed con­tent for more than 2 years. Noti­fi­ca­tion reminders will be sent to give ample warn­ing.

More Info here: https://teachanywhere.opened.ca/learning-technologies/data-retention-process-2-years-for-courses-and-videos/

Bright­space: If you want to keep the con­tents of old­er cours­es you should EXPORT them to Team Shared Dri­ve or work with Mas­ter Cours­es (man­u­al cours­es) with core con­tent shared by all instruc­tors. All sand­box­es and man­u­al cours­es will not be delet­ed but own­ers will be asked to review any cours­es and noti­fy IT if you want dele­tions. Export Your­self: Export Video Instruc­tions and Hand­out

Kaltura: If you want to keep videos you have made but are no longer need­ing to be host­ed on Kaltura, down­load and save on your One Dri­ve. You have a 1TB of space – tons of room to store videos!

Brightspace Courses: What is Being Deleted and When?

June 2024

  • Fall 2021 Cours­es
  • Win­ter 2022 Cours­es

Decem­ber 2024

  • Spring/Summer 2022 Cours­es

March 2025

  • Fall 2022 Cours­es

June 2025

  • Win­ter 2023 Cours­es

Decem­ber 2025

  • Spring/Summer 2023 Cours­es

March 2026

  • Fall 2023 Cours­es

COURSES = those that are linked via reg­is­tra­tion to Stu­dent Infor­ma­tion Sys­tem. This includes all sec­tions and merged enrolled cours­es.

DOES NOT INCLUDE: Mas­ter cours­es, Sand­box Cours­es and Man­u­al Hub cours­es, Dis­cov­er/­Self-Enrol Cours­es

 

Kaltura: What is Being Deleted and When?

Fall 2023

  • Reminders to delete Kaltura videos your­self that are not being played, are not required. Notices sent to users with high video col­lec­tions that are not get­ting used.

June 2024

  • All videos with NO PLAYS in past 2 years will be per­ma­nent­ly delet­ed

Decem­ber 2024

  • All videos with NO PLAYS in past 2 years will be per­ma­nent­ly delet­ed