Dear group members,
I am currently considering the length of time that we keep full
student records for post graduation and I would be grateful for
feedback on the practice/policy of other HEIs with regard to this
matter.
The Data Protection Act provides that data should be kept no
longer than is necessary and should not be excessive so far as the
purpose for which it is kept is concerned. It seems that post
graduation full student records are kept so that references may be
written for past students. However, the demand for references
clearly diminishes over time and, with this in mind, we are advising
departments that full student records should be maintained for five
years post graduation (so that a full references may be written for
recent graduates) and that, beyond the five year period, the bulk of
the record should be destroyed and only personal identifiers and
assessed essay/exam marks kept so that a standard reference
can be provided (if necessary) confirming that an individual
attended the University of Warwick and the qualification that he/she
achieved).
It would be most helpful to know what other HEIs are doing/thinking
of doing in this area.
Many thanks,
Deborah Webb
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