The Data Management Module - Configuring a Student Retention Policy
Configuring Retention Policies
The Person Retention area is where you will define the rules for automatically deleting student and staff data.
To Set a Student Retention Policy
From the main menu, navigate to the Person Retention section and click Students.
Click the Settings button, located in the upper-right corner, to configure the policy.
This screen allows you to define the specific rules that determine when student data will be deleted.
You can tailor the policy based on the following criteria:
Student's Age: Deletes data once a student reaches a certain age.
Period of Inactivity: Deletes data after a student has been inactive in the system for a set amount of time.
A combination of both: Requires a student to meet both the age and inactivity criteria before their data is deleted.
After configuring the rules, you must also set the policy's overall status to Active or Inactive to enable or disable it.
The Deletion Process & Notifications
Data is permanently deleted at the end of each month based on your active policy.
Seven days before the end of the month, a reminder notification is automatically sent to anyone whose role has permission to the Data Management Module. This email prompts them to review the data that is scheduled for deletion.
To view the full list of students scheduled for deletion, click Students from the left-hand menu. On this screen, you can use the Filters to search for specific individuals based on the criteria that best suit your needs.
Editing Your Policy
If you need to adjust your policy at any time—including changing the rules or setting it to Active or Inactive—simply click the Settings button in the upper-right corner of the screen.
Important Note on Policy Timing
A new or updated policy will not apply to student data until the following month.
For example, if you create and activate a policy in August, you will not see any students appear in the deletion queue until the review period begins in early September. This schedule ensures you always have adequate time to review the effects of a new policy before any data is removed.
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