The Data Management Module - Configuring a Staff Retention Policy

The Data Management Module - Configuring a Staff Retention Policy

Each staff member or other role can be configured with a specific data retention policy.

Setting a New Policy

  1. Click Staff/Other in the "Persons Retention" menu on the left.

  2. Click Add New Policy in the upper right.

  3. On the next screen, choose the role you wish to set the policy for and set its status to "Active" or "Inactive."


Viewing and Managing Policies

Clicking Staff/Other from the main menu displays a list of all current staff policies. From here, you can see which individuals are scheduled for deletion this month and who currently has a hold placed on their data.


To manage a specific policy, click the Details button in the right-hand column. This screen shows the individuals in that role who are pending deletion. On this screen, you can also place or resume holds on data, and edit or delete the policy itself.

The Deletion Process

Similar to student data, all staff/other data is scheduled for deletion at the end of each month. Seven days before the end of the month, any user with permission to the Data Management Module will receive a reminder to review the data scheduled for deletion.

To view who is scheduled for deletion, click Staff/Other in the left-hand menu. To narrow your results, use the Filters to search based on the criteria that best suit your needs.



Important Notes

  • Timing: You will not see an individual's data in the deletion queue until the month after you add the policy. This provides adequate time to review the data, rather than adding a policy late in the month and only having a few days to verify it.

  • Data Integrity: While an individual's personal data will be removed, their contributions to other records will be maintained. For example, if a staff member made a comment or added a signature to a student's form, the comment and signature will remain.

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