The following defines the process and timeline for the retention of digital content at California State University, Chico. This includes course and organization data stored on the Chico State Canvas learning management system as well as digital files (recordings, videos) stored on Kaltura Media and Zoom service. The guidelines are designed to provide faculty, staff, and students with the necessary access to files with consideration of system space requirements and general campus data retention policies.
Related Chico State Policies
The following policies are outlined in the Chico State Data Retention Policy.
Chico State Digital File Retention Timeline
The digital file retention timeline adheres to the guidelines outlined in EM 1031, EM 1037, EM 21-029, and the CO's records retention schedule. Although an instructor is considered the instructor of record (IOR), Learning Technology Services will keep digital files available for use on the server until the archival date listed. After the archival date, Learning Technology Services staff will archive the related content for two years. Email notifications will be sent to the record holders of the content prior to archival and removal of the content. Content can be restored if requested, however, due to product upgrades and versioning changes Learning Technology Services cannot guarantee that the content will function as it did before removal. See below for specific retention information by system/application.
Learning Management System
- Description: Canvas is a Learning Management System (LMS) that is used by Chico State students, faculty, and staff for academic and research purposes.
- Content-Type: Class sites and associated content, student interactions with Blogs/wikis, presentations, images, documents, grades, etc.
- Consideration: In alignment with federal law and EO 1111, the IoR is responsible for ensuring there are no copyright infringements and accessibility violations with this content.
- Archival Timeline: 5 years, for class sites. All class sites will be off-loaded to Box and retained for 2 additional years. Note: Blackboard organization and prep area sites are not archived and will remain on the system until the date specified by the site owner.
- Process/Procedure: Access to content older than 5 years will be removed on a yearly basis. Timely communications will be sent to users regarding this process to give them time to review or save needed content.
- Before access is removed faculty can create their copy(opens in new window) of older courses and students can review their courses and download anything they need.
- After access is removed faculty have two years to request access to the backups(opens in new window)
Zoom Meeting and Seminar Rooms
- Description: Zoom is a Web-based conferencing system that can be used for synchronous group meetings, resident and blended course activities, training and tutoring sessions, office hours, and student team meetings.
- Content-Type: Zoom meeting and seminar rooms, recordings, and associated content (uploaded meetings, teleconferences, lectures, etc.)
- Deletion Timeline: 30 days in the cloud
- Archival Timeline: Record to the cloud sessions are auto-uploaded to a temporary space that facilitates automated machine transcription and auto-archival to Kaltura.
- Process/Procedures:To be formalized and published on the Learning Technology Services website.
Kaltura Video Management System
- Description: Kaltura is a Web-based video management platform that can be used for video retention, media management, live streaming, and automated machine transcription.
- Content-Type: Videos, learning glass recordings, Zoom meetings, and seminar rooms, as well as recordings and associated content meetings, teleconferences, and lectures.
- Consideration: In alignment with federal law and EO 1111, the IoR is responsible for ensuring there are no copyright infringements and accessibility violations with this content.
- Archival Timeline: TBD
- Process/Procedures:To be formalized and published on the Learning Technology Services website.
Communications
- IOR and Department Chairs will be notified two weeks prior to the date courses/content will be archived and removed from the system.
- A reminder notification will be sent one week prior to archival/removal.
- After this date, courses/content can still be restored, however; Learning Technology Services cannot guarantee that the content will function as before.