Digital File Retention
The following defines the process and timeline for retention of digital content at the University of North Dakota. This includes course and organization data stored on the UND Blackboard learning management system as well as digital files (recordings, uploaded files, videos, etc.) stored on UND media servers. 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 UND Policies
The following policies are outlined in the UND Retention Schedule on the Office of Records Management website.
Exams / Homework / Papers / Projects - Record Control Number 020403
This record series contains records of the course work done by any students. This includes independent study grades, internship grades, term papers, homework, quizzes, tests, and minor projects. * Student's work may be kept and moved to record series CUR10-50 for teacher's use but must not contain grades given. The office of record is the instructor and or department.
Retention timeline: Current Year + 1 year
Course Lecture Notes/Handouts/Master Copy of Exams - Record Control Number 020205
This record series contains faculty lecture notes, handouts, master copy of exams, and miscellaneous instructional materials. The office of record is the course instructor.
Retention timeline: Updated or Obsolete
CILT Digital File Retention Timeline
CILT's digital file retention timeline adheres to the guidelines outlined in the UND Records Retention Schedule. Although the instructor is considered the record holder, CILT will keep digital files available for use on the server until the archival date listed. After the archival date, CILT staff will archive the related content for four years. Email notifications will be sent to the record holders of the content prior to archival and removal of the content, with the option to retain the content on the server if it is still in use. Content can be restored if requested, however due to product upgrades and versioning changes CILT cannot guarantee that the content will function as it did before removal. See below for specific retention information by system/application.
Blackboard Learning Management System
- Description: Blackboard is a Learning Management System (LMS) which is used by UND students, faculty, and staff for academic and research purposes.
- Content Type: Course sites and associated content, student interactions (Blogs/wikis, etc.) grades, etc.
- Archival Timeline: 1 year, plus 1 term for course sites. Note: Blackboard organization sites are not archived and will remain on the system until the date specified by the organization leader.
Process/Procedures: Blackboard course management procedures can be found at: http://und.edu/academics/cilt/blackboard/policies-procedures.cfm
Adobe Connect Meeting and Seminar Rooms
- Description: Adobe Connect 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: Adobe Connect meeting and seminar rooms, recordings and associated content (uploaded PowerPoint files, PDFs, Flash files, etc.)
- Archival Timeline: 1 year, plus 1 term
Process/Procedures: Adobe Connect management procedures can be found at: http://und.edu/tech-support/faculty-staff/adobe-connect-instructor.cfm
Adobe Presenter, Flash Videos, Captivate Files published to https://conted.breeze.und.nodak.edu
- Description: Any content (Adobe Presenter, Flash Videos, Captivate files) published to the Adobe (breeze) server. Adobe Presenter and Adobe Captivate allow faculty and staff to create and share presentations and online training materials.
- Content Type: Presenter files, Flash videos, Captivate files
- Archival Timeline: 3 years
Process/Procedures: Adobe Presenter management procedures can be found at: http://und.edu/tech-support/faculty-staff/presenter-instructor.cfm
Tegrity Lecture Capture
- Description: Lecture capture system
- Content Type: Recorded lectures, podcasts, vodcasts
- Archival Timeline: End of each term
Process/Procedures: Tegrity management procedures can be found at: http://und.edu/tech-support/faculty-staff/tegrity.cfm
- Instructors will be notified two weeks prior to the date courses/content will be archived/removed.
- A reminder notification will be sent one week prior to archival/removal.
- Instructors must contact CILT to retain courses/content on the server prior to the archival/removal date. After this date, courses/content can still be restored however; CILT cannot guarantee that the content will function as before.
- Instructors will receive an announcement annually that outlines this procedure.
- Course sites –A course site is a web-based system for managing course materials. Instructors
can make announcements, share course materials, and enhance discussion, all in
one easily accessible location.
- Content- The definition of content varies based on the technology used. See above for descriptions of content types.
- Archive- Complete record of the course/content stored offline (inaccessible to instructors and students) for retention purposes. The content will remain on the server until this date unless otherwise notified.
- Adobe Connect Meeting Rooms –
- Restoration: The activity of putting offline data back onto servers so that it is accessible to the user.