Data Retention Policy

Course media stored for up to 5 years

Course data in Canvas (and the retired Stanford learning management system Coursework) can include assignments, quizzes, student grades, course files, and messages. Courses and their data are available through the initial quarter during which they are offered. The courses are then archived and can be accessed for up to five years. After that time, the courses and their data will be deleted. For help in accessing archived courses, email medcanvas@stanford.edu.

On request Stanford Medicine will record classroom activities that take place in the Li Ka Shing Center or Alway. The recordings are published as streaming video, .mp4 video, and .mp3 audio files and made available via either a Canvas course or stand-alone lecture media page. Classroom recordings are available to SUNet ID holders for up to five years. After that time, the original requestor will be notified that they have four months to review their expiring media and to download any files they wish to keep. After that time, the files will be deleted. For help in locating media from a course or event, submit a request via http://med.stanford.edu/edtech/help.html.

Canvas and the lecture media system are not certified for PHI. Faculty and course directors are responsible for reviewing any lecture materials and removing PHI content prior to publication or capture. For any planned lecture captures that may contain PHI, faculty should notify MedScheduler that PHI will be present during an event and that capture for that event should be cancelled.  Any media that is suspected to contain PHI will be withheld pending verification from faculty and, if PHI is present, that media will be deleted.


Lecture Media Retention Process

Day of event

Capture will run from scheduled start through scheduled end of session and media will be published 3-5 hours after scheduled end of session. Published media will include streaming video, .mp4 video, .mp3 audio and any associated .pdfs.

Day of event + 3-5 days

All media is reviewed for potential PHI or technical issues. Any media suspected to contain PHI will be held for faculty review and, if PHI is present, that media will be edited to remove PHI or will be deleted.

End of quarter

At the end of the quarter, the Canvas course or lecture media page will be archived. The page will be accessible via direct URL and SUNet authentication for up to five years. Contact medcanvas@stanford.edu for help finding archived lecture media pages from courses or events.

End of quarter + 5 years

At the end of the quarter plus five years, the original requestor will be notified via email that the media is set to expire. There will be a four month grace period during which the requestor can review expiring files and download any that they wish to keep. At the end of the four month grace period, the links to the media will be deactivated and the media will be deleted shortly thereafter.

Support Contacts

Space scheduling and reservations:
650-723-6952 | M-F 7 AM - 6 PM

Classroom technical support:
650-724-7370 | M-F 7 AM - 6 PM