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Policy Number: 20.3
Effective Date: May 21, 2025
Revision History: None
Policy Contact: Vice President for Information Technology and Institutional Research/CIO
I. Purpose and Policy Statement
This policy establishes the processes and responsibilities for data and content retention with respect to Georgia Gwinnett College (“GGC”) academic technology resources supported by Information Technology (“IT”). This policy addresses: (i) purpose of data and content retention in academic technologies; (ii) identification of data and content in scope of policy; (iii) data and content expiration and/or deletion notification requirements; and (iv) roles and responsibilities of data and content owners.
Data and content retention practices are subject to GGC and University System of Georgia (“USG”) standards, policies, and procedures.
II. Scope
This policy applies to all GGC faculty, staff, and students using IT supported academic technologies.
III. Definitions
Academic Technologies: Academic Technologies include all software including “software as a service” sometimes referred to as cloud-based applications, courseware, mobile devices, computers, cameras, and other equipment used by faculty, staff, or students to support teaching and learning.
IV. Roles and Responsibilities
- Data and Content in Academic Technologies: GGC supports the use of Academic Technology to enhance teaching and learning activities. Data and content housed in Academic Technologies include, but are not limited to: grades, comments, attendance data, access/login data, assignments, papers, essays, portfolios, quizzes, tests, exams, files, recordings, videos, and graphics. All data and content types are subject to retention, expiration, and removal activities as deemed necessary by IT to ensure compliance with contractual agreements, optimize system performance, limit cybersecurity risks, and ensure adherence with USG Records Retention Schedules. When contractual agreements allow, faculty, staff, and students may request exemptions using documented exemption processes.
- Notification Requirement: IT will provide a minimum thirty (30)-day written notice to impacted faculty, staff, and students and a minimum forty-five (45)-day notification to the President’s Cabinet prior to removal of content and data in Academic Technologies.
- Archive Requirements: Faculty, staff, and students are responsible for archiving data and content using appropriate document retention solutions ensuring adherence with the USG Records Retention Schedules and relevant accreditation requirements.
V. Related Regulations, Statutes, Policies, and Procedures
APM 10.8 Data Management and Classification
APM 10.9 Student Records Management and Security Policy
APM 11.50 Information Technology Institutional Policies and Standards
APM 20.1 Support of Academic Technology for Teaching and Learning
University System of Georgia Information Technology Handbook
GGC Terms and Acronyms
UGS Records Management Policies
USG Records Retention Schedules
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