D2L - About archiving courses, files and other data from D2L

Review this article to learn how to archive your information, how to get access to information after the end-of-life of D2L on June 30, 2020, and to learn about departmental responsibilities for retaining information.

In general...

Students, instructors and departments are responsible for archiving their information in a way that satisfies their needs

To ensure compliance with UW System and State of Wisconsin retention policy, non-importable D2L archives of will be created of select D2L courses for data retention purposes . The Center for Excellence in Teaching and Learning will be maintaining the archives.

  • Both course material and student information will be retained in the archive.
  • Refer to "What will be archived" in the D2L - Data Purge Tool KB article for a description of the information saved in D2L archives.

D2L archives are not suitable for every-day use and will not preserve presentation of a course. In other words: the archives will preserve raw information, but not the nature of the course. Departments can request access to the CETL archives. Departmental requests for information will be fulfilled within 5 business days. Refer to the UWM General Record Schedules website to determine how long departments should retain information.

UW System institutions retain student grades for two years from the end of a course. Other course information is kept one year. Instructors and departments may choose to retain information for longer periods based on need. Responsibility falls to the department in how to maintain local copies of information.

How long will D2L archives be kept by CETL?

  • Student and instructor information from for-credit course information, School of Continuing Education courses and non-credit, academic courses:
    • Archived from Summer 2019 and Fall 2019.
    • Archives expire December 31, 2020.
  • Student grade information from for-credit courses:
    • Archived from Summer 2018, Fall 2018, UWinteriM 2019 and Spring 2019.
    • Archives will expire July 1, 2021.
  • Student and instructor information from UW Flexible Option courses:
    • Archived from the April 2019 subscription period through the July 2019 subscription period.
    • Archives will expire October 1, 2020.
  • Student UW Flexible Option grade information:
    • Archived from the April 2018 subscription period through the March 2019 subscription period.
    • Archives will expire July 1, 2021.
  • D2L ePortfolio presentations will be inaccessible after June 29, 2019.
    • While presentations uploaded as a zip file will be archived, links to resources previously hosted in D2L will not work.
    • To preserve the presentation, students must migrate to the myDesire2Learn platform.
  • Courses offered by UWM that are hosted on D2L at other institutions might not be archived by the hosting institution. For additional information, contact the D2L support office for the hosting institution. Examples may include:
  • Ongoing and non-credit course information that is not tied to a semester:
    • Treated as alphabetized and topic records (refer to UWADM003 on the General Record Schedules website).
    • Archives will expire July 1, 2023.
    • Departments are responsible for guaranteeing course information is preserved and transferred to archives after December 31, 2019.

Keeping student for-credit assignments and courses

UW System institutions retain final grades indefinitely.

  • The online system-of-record at UWM is PAWS.
  • UWM Washington County and UWM Waukesha student access to final grades will vary.
    • For courses taken before September 1, 2019, students can login to PRISM to see final grades until June 30, 2020. After that date, students may request transcripts of their final grades.
    • For courses taken after September 1, 2019, final grades are listed in PAWS.

Students taking UWM courses offered by other UW System institutions should refer to the student information system for their institution. Non-UWM students from the community should consult with the school/college offering the course for guidance.

Students should enter D2L and download their information and resources.

D2L does not offer a way to automatically download content. If students wish to preserve most parts of D2L, the best option is to create a PDF of the page containing the information.

Do you need help accessing course information?

  • Contact the instructor of record for your course to gain access to the course (prior to June 30, 2020) or to gain access to your information if available (after June 30, 2020).
  • For further assistance, contact the UWM Help Desk.

Keeping instructor for-credit and Continuing Education courses materials and courses

UW System Administrative Policy 191 defines the ownership of course materials. In many cases, instructors own their course materials. An instructor's school/college or department may have special agreements in-place that allow them to re-use the course or maintain an archive. Consult your hiring department for additional information. If instructors wish for their information to be expunged from university records, they should contact their hiring school/college to make a request.

D2L archives kept by UWM are not suitable for import into other learning management systems, such as Canvas. Instructors are strongly encouraged to make their own backups of courses. For information on how to export a course package from D2L, see D2L Course Management - Export a Course from D2L .

Instructors should enter D2L and download their information and resources.

  • Information from certain areas of a course are downloadable from D2L. Refer to D2L - How do I archive my D2L courses and materials? for information and instructions.
  • D2L does not offer a way to download information from many areas of a course. If instructors wish to preserve non-exportable parts of D2L (such as News and Discussions), or if the aesthetic of a course must be persevered (such as the module-topic organization in Content), the best option is to create a PDF of the page containing the information.

Do you need help accessing course information?

Keeping administrative and other non-credit course information

Departments and department equivalents (such as academic programs) are ultimately responsible for archiving their information from these courses and following university policy.

  • Staff can follow the same practices as instructors for retaining information. Refer to D2L - How do I archive my D2L courses and materials? for information and instructions.
  • D2L does not offer a way to download information from many areas of a course. If staff wish to preserve non-exportable parts of D2L (such as News and Discussions), or if the aesthetic of a course must be preserved (such as the module-topic organization in Content), the best option is to create a PDF of the page containing the information.

While archives for data retention purposes will be kept for three years, the information is not suitable for import into a learning management system. Staff should identify information kept in D2L, and save information where appropriate.

  • Departments are responsible for archiving all information for the appropriate retention schedule. For information on records management and retention, visit the UWM Records Management website.
  • For additional information, assistance or guidance, contact CETL.



Keywords:d2l archive course file resource eportfolio retention record schedule   Doc ID:97074
Owner:David D.Group:UW-Milwaukee Help Desk
Created:2020-01-13 15:28 CSTUpdated:2020-01-15 09:48 CST
Sites:UW-Milwaukee Help Desk
Feedback:  1   0