I was wondering how long you keep your archived course files. I am going to be setting a policy for that at our university but I wasn't sure what length of time was appropriate for that before deleting them.
I recommend chatting with your various departments on campus who may need information from the courses such as grades, proof of attendance, etc. I have found our financial aid department to need data accessible the longest so far. Hope this helps. I know it varies by location and policies even at the state level.
We go with 2 years (6 terms) worth as decided on by a committee of interested stakeholders (Faculty, IT, Finance, HR, etc). LIke Amanada says, various departments have different needs. There are also Information privacy and protection policies in place to adhere to.
The process we are trying is to un-enroll all instructors, students and make the courses unavailable for that 2 year old term. 6 months or a year later we will be deleting the courses and their contents. A bit of time for instructors to say "Hey! Where's my stuff?" even though we communicate all the time about backups etc, etc. The extra time also helps us locate links in newer courses that point way back to 2 year old data. It happens if instructors are not doing course copies correctly.
Retrieving data ...