What information do you store as a teacher or education employee? When archiving documents, be aware of the legal retention periods. In Brightspace, Ans and Osiris, the retention period is automatically applied. With other systems, you have to keep an eye on this yourself.
Archiving education-related documents
Overview of documents to be archived
In the table below you will find an overview of various documents and the associated legal retention period. Documents containing personal information must be destroyed as soon as the information no longer serves a purpose.
Documents | Repository | Retention period |
| Meeting documents of the own study programme | ||
| Agenda and attachments, report, list of decisions/action | Designated application (varies per faculty/programme) | Minimum of 5 years |
| Education and Examination Regulations (EER) | ||
| Education and Examination Regulations (EER) for bachelor and master programmes per academic year | Corsa (DMS faculty archives) | Permanent preservation in faculty archives |
| Accreditation | ||
| Application, Information file, NVAO decision | Designated application (varies per faculty/programme) | 7 years after entry into force (NVAO decision will be permanently stored in the central University Archives) |
| Critical reflection/self-evaluation | Corsa (DMS faculty archives) | Permanent preservation in faculty archives |
| Exams | ||
| Paper exams | Faculty archive or programme secretariat (differs per faculty/programme) | 2 years after assessment |
| Digital exams | Cirrus, Ans | 2 years after assessment |
| (Group) assignment, paper, essay etc. | Brightspace | 2 years after assessment |
| (Online) oral exam without the presence of a second assessor | Designated application (varies per faculty/programme) | 2 years after assessment |
| Presentation | Used (powerpoint)presentation: Brightspace Assessment form: faculty archive or programme secretariat (differs per faculty/programme) | 2 years after assessment |
| Internships (report, work plan, agreement, assessment) | Osiris / Designated application (varies per faculty/programme) | In case of a graduation trajectory: 7 years after completion In case of a separate course/exam: 2 years after completion with the exception of the internship agreement (7 years) |
| Theses (bachelor, master) | ||
| Thesis | Designated application (varies per faculty/programme) | 7 years after assessment |
| Assessment form | Designated application (varies per faculty/programme) | 7 years after assessment |
Contact information
Do you have a question or do you need help with storing documents? Contact the programme secretariat, the archive staff member of your faculty or the central department Records and Information Management.