Enterprise Applications

Digital File Retention

The following defines the process and timeline for retention of digital content at the California State University Chico. This includes course and organization data stored on the CSU Chico Blackboard 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 CSU Chico Policies

The following policies are outlined in the CSU Chico Data Retention Policy.

CSU Chico Digital File Retention Timeline

The digital file retention timeline adheres to the guidelines outlined in EM 1031, EM 1037, EM 20-020(opens in new window), and the CO’s records retention schedule. Although an instructor is considered the instructor of record (IOR), DLT will keep digital files available for use on the server until the archival date listed. After the archival date, DLT 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 DLT 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: Blackboard 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 at the end of Spring break every year. Timely communications will be sent to users regarding this process to give them time to review or to save needed content.

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 EAPP 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 meeting and seminar rooms, as well as recordings and associated content meetings, teleconferences, 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 EAPP 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; DLT cannot guarantee that the content will function as before.

IOR and Department Chairs will receive an announcement annually that outlines this procedure.