Data Deletion
We are currently working on a concept to implement the deletion of examinatiion data as demanded by the (PersDatO). The data is supposed to be deleted three years after the completed calendar year, in which the examination has taken place. (E.g. Exams from the year 2019 can be deleted starting from the 01.01.2023.) This includes the data of the examinees in the ILIAS examination system, the signed login sheets, the attendance lists and the digitally archived exams including checksum protocols and screenshots of the test.
The implementation is closely oriented on the wording of the PersDatO itself. The underlying paragraphs are the following:
Section 8: Retention periods
§ 40 Principles
(1) Documents within the meaning of these regulations are all written and electronic documents, including correspondence
[...]
(3) Documents whose retention period has expired must be regularly sorted out and offered to the university archive in their original condition for transfer. If transfer is not requested, these documents may be destroyed.
§42 Storage periods for examination documents
(1) Examination documents may not be destroyed if an objection or complaint has been lodged or filed in an examination procedure and the appeal proceedings have not yet been concluded.
(2) The respective retention periods for examination documents for bachelor's, master's, magister, and diploma programs, state examinations in law, doctoral and habilitation procedures, and other study programs are specified in the appendix.
[...]
(4) The retention periods apply to all relevant documents, including those that have already been filed. Notwithstanding sentence 1, documents filed before these regulations came into force are subject to the provisions applicable at that time, provided that the previous provisions stipulated a shorter retention period.
(5) The University Medical Center Göttingen (UMG) shall establish its own provisions for the degree programs it offers exclusively.
Appendix
1.2. Storage period: 3 years
Documents:
a) written or practical examination results (in particular written examinations, term papers, written and practical work),
b) examination records (e.g. for oral module or final examinations)
[...]
i) other documents
Start of retention period: at the end of the calendar year in which the student was notified of the final result of the respective examination (module examinations, preliminary, intermediate, or final examinations).