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Information lifecycle

Teach withless personalinformation.

Collecting only what a lesson needs means less to store, share and clean up later. Ask what the task needs before you collect it.

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  1. 1Why it matters

    Collect and share the minimum

    Use district-approved tools and grant the access needed for the task. Check the recipient and sharing scope before sending sensitive information. Prefer a redacted or aggregate record when detailed information is unnecessary. A cybersecurity assessment rarely needs actual student records; preserve enough context to review the practice without exporting the underlying personal data.

    Make retention an owned process

    Apply the district's records and disposal requirements to originals, working copies and provider-held data. Record who decides what to retain, who performs deletion and how exceptions or holds are handled. Do not delete data merely because a technical cleanup tool labels it old. Confirm the approved process before removing information needed for operations or required retention.

  2. 2Do this

    • DEFINEName the learning purpose

      Know why you need the information. Don't collect details just because a form has space.

    • MINIMIZEUse the smallest useful set

      Skip unneeded birth dates, home details and sensitive notes. Use approved identifiers.

    • STOREChoose the approved home

      Use district-approved tools and accounts. Ask before adding an app or uploading a roster.

    • SHARECheck people and permissions

      Confirm recipients, access and attachments. Avoid public links for student information.

    • RETAINFollow the district schedule

      Follow district retention rules. Preserve records under a hold; don't set your own deletion date.

    Ask first
    • Do I need this?
    • Is the tool approved?
    • Who can open it?
    • How long to keep it?

    Already shared too much? Tell your school help contact soon so they can fix access and decide next steps. Don't delete it on your own.

  3. 3Quick check

    What should precede deletion of old district information?
    What should a data review include beyond the primary system?

    Choose an answer for each question.

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Full course: Protect information from collection to disposal · 18 min

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