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- Data Updates
- Important: Student Retention Deadline
Please ensure all expired Student records are removed from the database using the Retention Tool by 5pm on Thursday 31st October 2024
As we enter the Autumn term and begin a new Academic Year, it is now time to delete ‘expired’ Student records on the database. Records move into the database Retention Tool each year on the 1st September if they fulfil the criteria for expiration, as set out in the HEAT Data Retention Schedule.
Understanding the HEAT Retention Process
Where previously the HEAT Service has tried to accommodate instances in which members might have been using a retention schedule which allowed them to hold records longer than our Retention Schedule sets out, we are no longer able to do this. Our hosts, the University of Kent, have advised that HEAT cannot allow members to leave records in the Retention Tool beyond the Retention Schedule’s specified time period. Additionally, we have been advised that members (or HEAT) must delete records in the Retention Tool to comply with HEAT Data Retention Schedule.
Retention and Duplicate Cleaning Deadline
As mentioned in our data cleaning and retention announcement, we ask members delete any expired Student records in the Retention Tool by 5pm on Thursday 31st October 2024.
Members can choose to export the records from the Retention Tool before deleting them if they are using a retention period which is longer than the HEAT period. Those exported records can then be saved locally by the member in line with their own data compliance systems with regard to GDPR. Once exported, those records are no longer covered in any way by the Legal Agreement between HEAT and the member.
Important: We will email Legal Leads with records still in the Retention Tool after the last working day of October 2024 to inform them that their organisation is in breach of the HEAT Legal Agreement through non-compliance with GDPR.
More information and tips for using Retention Tool can be found by reading our Data Cleaning and Management User Guide on File Store (members only).
Should you have any queries about deleting your Student records using the Retention Tool, please contact HEAT Support for assistance.
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