Content included in the Archived Courses:

• Gradebooks, in compliance with the KYSU's current State University Model records retention schedule
• Course level materials and data, including but not limited to, records and data stored as part of the Canvas feature set (ex: enrollment, files, discussions, quizzes, announcements, student communications, etc.)

Content NOT included in the Archived Courses:

• Integration tools, LTIs (courseware), plugin resources, and any information not hosted inside the Canvas system. This includes any course materials (assignments, quizzes, etc.) hosted on courseware platforms.
• Items linked or stored on outside websites or applications (YouTube, Vimeo, etc.)
• Information or data stored on other storage devices or third-party sites (personal devices, cloud storage, Google, OneDrive, etc.)

Year 1

Canvas courses will remain available in KYSU's live environment of Canvas for a one (1) year period after the course has concluded. This time frame is in line with the university's current records retention schedule and allows ample time to resolve grade corrections.

Faculty who wish to retain a version of their course's content prior to its archival are able to export the course to an IMSCC ZIP file, to be stored as a local file, or upload the course to the Canvas Commons.

Years 2 – 5

One year after the Canvas course has concluded the course will be flagged for archiving by default and moved from the live production instance of Canvas to the K16 Canvas Archive per the schedule above.

Courses will remain on the K16 Canvas Archive vendor's servers for a period of five (5) years and accessible only by the administrator(s) given access to the K16 Archive system as deemed necessary by the head of the Online Learning Department.

Faculty and staff requiring access to any information in an archived course must formally request the information through the opening of a Faculty Support Ticket specifying the information needed from an exact, individual, course.

After Year 5

In compliance with KYSU's current State University Model records retention schedule, once a course has been archived for five (5) years the archived course will be automatically and permanently deleted from the K16 Canvas Archive servers; after which point all course content will be unrecoverable.

Canvas Archiving Timeline Example

Spring 2024 Course concludes in the live Canvas environment Summer 2025 Course is archived to the K16 Canvas Archive

Summer 2030 Course is permanently deleted from vendor's servers

REFERENCES AND RELATED MATERIALS:

KYSU policies for document and data retention State University Model records retention schedule