Purging/Deleting Past Candidate (and Past Parent) Records

Shirley Wagar

I'm curious to know how schools are handling the electronic records of past candidates (and their relations) when there's no possibility of the candidate re-applying. Are schools deleting these records? Keeping the records and just deleting identifying documentation (birth certificates, psycho-educational assessments, etc)? And for those of you who are purging records, is it on an individual basis? I can't seem to find a way to bulk delete users.

I would like to implement a data retention policy, but unless there's a way to globally delete records, I don't think my Admissions team is going to be very happy with the having to delete records one at a time…😑

Thoughts and suggestions are appreciated!

Thanks.

Shirley

Shirley Wagar

As a quick follow up, I just heard from Support about a bulk delete option:

Thank you for reaching out to us regarding your request to delete users in bulk. I wanted to confirm that I have actively tested this with all available resources to explore possible solutions. Unfortunately, at this time, we do not have an option to bulk delete users within the system.

I truly understand how important this feature would be for you, and I apologize for any inconvenience this may cause. I’ve tried my level best to find a workaround, but currently, this functionality is not supported.

Definitely not good news!

Candi Roberts

I do delete them if they were never a student and are aged out. I don't mind doing it one at a time. I usually do this when I have a lull in my work load.

Shirley Wagar

@Candi Roberts Thanks for the info. Do you mind if I ask who's responsibility it is to delete the aged records? Is it assigned to the Admissions team or does the task lie with the IT/Data team?

Lindsey Bryant

Hi @Shirley Wagar we created a Power Automate job that will read a CSV file and delete those records. We do this after a certain period of time when enrollment ends.

Candi Roberts

I do it as the registrar and as such I am also part of the admissions team. I like things cleaned up, so I am the one who notices and purges them.