Data Retention Policy for Operator Training Academy Moodle LMS

Data Retention Policy for Operator Training Academy Moodle LMS

1. Purpose The purpose of this Data Retention Policy is to define the guidelines for retaining, managing, and securely disposing of data collected and stored within the Operator Training Academy Moodle Learning Management System (LMS). This policy ensures compliance with Army Regulation (AR) 25-400-2 (Army Records Information Management System) and other applicable Department of Defense (DoD) and federal regulations.

2. Scope This policy applies to all data generated, collected, or stored within the Operator Training Academy Moodle LMS, including but not limited to personal information, academic records, and system logs. It applies to all users, including students, instructors, administrators, and guests.

Disclaimer: Operator Training Academy is in no way endorsed by the Department of Defense (DoD) or the U.S. Government. However, the use of Operator Training Academy adheres to DoD regulations and Army Regulations, including AR 25-400-2.

3. Categories of Retained Data Data retained within the LMS is categorized as follows:

  • Personal Information: User profiles, contact details, and login credentials.

  • Academic Records: Course enrollments, assignments, grades, and feedback.

  • System Data: Logs, IP addresses, and activity records for auditing purposes.

  • Communication Records: Forum posts, messages, and other user-generated content.

  • Training Data: Certificate records retained for verification purposes.

4. Retention Periods The following retention periods are defined based on AR 25-400-2 and institutional requirements:

  • Personal Information: Retained as long as the user maintains an active account or as required for legal or administrative purposes.

  • Academic Records:

    • Training Data (Certificates): Retained for 20 years or until a removal request is submitted.

    • Score Sheets, Test Materials, and Course Content: Retained for 2 years after course completion and then destroyed.

  • System Data: Retained for 3 years for audit and security purposes unless otherwise required.

  • Communication Records: Retained for 2 years or as needed for course operations and record-keeping.

5. Data Disposal Data that has reached the end of its retention period will be securely disposed of in accordance with AR 25-400-2 and DoD standards for information destruction. Disposal methods may include:

  • Permanent deletion of digital records.

  • Physical destruction of backup media or printed records.

  • Sanitization of storage devices to prevent data recovery.

6. User Responsibilities

  • Users must comply with this policy and report any discrepancies or issues related to data retention.

  • Users are encouraged to regularly review their stored data and notify administrators of any changes or updates.

7. Administrator Responsibilities

  • Administrators are responsible for implementing this policy and ensuring compliance with data retention requirements.

  • Regular audits will be conducted to verify adherence to retention schedules and secure disposal practices.

  • Any requests for data access, corrections, or deletions must be processed in accordance with this policy and applicable regulations.

8. Policy Review This Data Retention Policy will be reviewed annually and updated as necessary to reflect changes in regulations, institutional requirements, or operational needs.

Acknowledgment By using the Operator Training Academy Moodle LMS, users acknowledge their understanding and agreement to this Data Retention Policy. Users further recognize that their data will be managed in accordance with applicable regulations and the terms outlined herein.

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