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Research:
Presentation from
Tufts Records Retention Policy:
Student Records Retention Policy
This policy doesn’t explicitly apply to digital records, nor has it taken into account the significant amount of data we now have about students by using marketing and recruitment CRM systems.
Matriculated Graduate Student Records should be maintained indefinitely/permanently, however the responsible party for this is the Registrar’s Office, which does not get information about activity/interaction data in the IE folder.
Non-matriculated graduate student records should be maintained for two years.
Based on this, any interaction/activity code targeted for deletion which has not been used since February 1, 2020 will be permanently deleted.
We will run a one-time “snapshot” export of all activity/interaction data associated with person and application records in Slate for reference prior to running any retention policies.
Activity/Interaction codes which contain useful data we want to retain will be renamed/reformatted to maintain this information.
Retention Policy testing in Slate:
Created a retention policy in test environment to observe what happens to individual records when the activity or interaction code is deleted from the database.
Used parent code = advertisement, 10 rows deleted. After executing the retention policy, 901 individual person-record interactions with parent code = advertisement were deleted. Confirmed that those records were not added to the rules queue. Confirmed that the 10 interaction codes were deleted from Database > Activity & Interaction codes.
Activity & Interaction Code Audit:
Outcome:
Data Freeze:
Data was pulled 2/26/2024 from TUP database.
For person/interaction:
Activity & Interaction query joined to activity and interaction lookup table, person table.
Filtered out all records created on or after 2/1/2020 and any where the activity/interaction code = source (this is system, not custom)
For application/activity:
Activity & Interaction query joined to activity and interaction lookup table, to app table.
App table joined to person.
Filtered out all records created on or after 2/1/2020 and any where the activity/interaction code = received or payment (these are system, not custom)
Data saved to Box > Admissions & Records Team > Projects > Slate > TUP Activity and Interaction Audit 2024
New interaction codes from Hannah:
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