Folio Course Storage & Availability
Beginning in July 2025, the University is implementing a new Learning Management System Storage policy for Folio (D2L Brightspace). This policy aims to enhance system performance, ensuring a consistent and stable online learning environment by limiting data stored within the LMS.
This new University System of Georgia (USG) policy, approved in January 2025, will provide optimal system performance, ensure that contractual obligations are met, and maintain the security and privacy of Georgia Southern’s LMS data.
Our Information Technology Services Team has created resources to assist you in exporting and preserving course content that exceeds five year limitation of the Learning Management System in keeping with the USG Records Retention policy 0472-05-005. Use the buttons below to access detailed instructions.
Key Takeaways
Which courses will be removed?
Banner Courses:
- All courses from semesters prior to Spring 2020.
Non-Banner Courses:
- All courses with end dates prior to January 1, 2020.
Courses that do not have an end date set and were created prior to January 1, 2020
What’s the timeline for removal?
- Banner Courses
- Last Date to Access Courses – June 15, 2025
- Instructors Removed from Targeted Courses – June 16, 2025
- Courses Permanently Removed from Folio – July 16, 2025
- Non-Banner Courses
- Last Date to Access Courses – October 5, 2025
- Instructors Removed from Targeted Courses – October 6, 2025
- Courses Permanently Removed from Folio – November 17, 2025
Any course content or material should be exported or downloaded to another location prior to June 2025 (for Banner Courses) and October 2025 (for non-Banner courses). The course removal process and timeline is managed through the University System office.
USG will share a timeline for additional course removal to continue maintaining 5 years of Folio Course lifecycle.
What, precisely, will be deleted?
When a course is deleted, all course files, student grades, and student work will be permanently removed from the system. This will include all content pages, uploaded documents, hyperlinks, gradebook contents, discussion boards, submitted assignments and quizzes, course announcements, and so on.
Materials hosted elsewhere (e.g., YuJa videos) will not be impacted.
Note: Uploaded videos stored in the course files section of a course will be deleted when the course is removed (navigate to Course Admin >> Manage Files to see a list of items stored as course files).
Are there policies about which course materials must be retained?
The University System of Georgia has established retention schedules for student records.
- Course Records Schedule (#0472-05-005).
How do I preserve course materials or contents prior to course deletion?
To preserve course content and to maintain course records, you may export your course content. The following links provide step-by-step instructions on how to save any course content or student activity that you may need:
Recommend that preserved files be saved on your Georgia Southern device and not your personal equipment.
How do I request that a specific course be retained instead of being deleted?
To make this request, submit a MyHelp Request Form no later than May 15, 2025.
The LTS team will review requests and coordinate with the University System of Georgia when exceptions are warranted.
Can I request the deletion of additional Folio courses?
To make this request, submit a MyHelp Request, and users enrolled in the instructor and/or course administrator role will be contacted to confirm the request prior to its removal from the system.
Note: This option is not available for Banner courses.
Last updated: 3/27/2025