Records and Retention - Housing Student Data

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Community Member

How does your institution "keep" or store graduated student records from Canvas? Do you immediately deactivate users once they graduate? Do you export gradebooks and save that as records? We have to keep student academic records for at least 3 years - what's the best way to retain that data for students without keeping them enrolled in a course?

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Community Coach
Community Coach

Hi @JordanSims,

We create new courses and sections each semester, so students remain enrolled for as long as their records need to be retained.  The courses are associated with terms, which have start and end dates, so the courses go into "read only" mode after the end date of the term.

We do not immediately deactivate users after they graduate, but all users log in through our SSO so their credentials stop working as a certain point after they have stopped enrolling.

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