Student Record Electronic Data

How long to retain student record electronic data

Use this page to determine how long you need to hold on to student record electronic data.

Legend
Abbreviation	Meaning
AAR	Pursuant to athletic association rules
AAT	After application term
AFT	After first term of enrollment
AG	After graduation term or last term of attendance
AY	From award year
CC	After course completion
ET	End of term
P	Permanent
RD	From date of required disclosure
UA	Until admitted
UANS	Until administrative need is satisfied
UT	Until terminated by the student

Student record electronic data
Record series title	Description	Retention period
Data change logs	Electronic log of changes to enrollment and other data, including date and timestamp information and user who changed data if that data is maintained separately in system	10 years
Email data and information	Email and other electronic communications that authorize academic or enrollment actions and/or provide directory or nondirectory information about a student	UANS
Enrollment data	Electronic record of enrollment in classes, including records of drop, add, and enrollment change activity	10 years
Biographic and demographic data	Electronic student data including student characteristics, date of birth, former names, address information, photo ID, ethnic information, etc.	50 years