Essential Transcript Data Deletion for Compliance (Early Adopter)

Prior to this enhancement, user’s Learning Transcript Data is not deleted even though User Anonymization/ Deletion mechanism is in place. This puts organization at Legal, Financial, and Compliance risk for mandates from countries with Data Privacy Acts .

With this enhancement, Essential Transcript Data Deletion provides organizations the ability to automatically delete User Transcript Data based on a defined retention period for inactive users in accordance with various regulations, such the EU GDPR and the Right to be Forgotten policy.

Important: To enable this enhancement, contact Global Customer Support (GCS).

Once enabled by GCS , administrators can activate this feature by going to Admin > Tools > Learning > Learning Preferences > Feature Activation Preferences. In the Feature Activation section, for the Activate Learning Transcript Deletion Mechanism for Compliance area, click the Activate button. The following applies once activated:

  • Data deletion respects the retention rule set at the Legal Entity Organizational Unit (OU) which users are part of at the time of the deletion.
  • Automatic deletion applies to the transcript of inactive users who are terminated.

Deleted Data

The following Essential Transcript Data is deleted:

Transcript Peripheral Data Transcript Core Data
Training Certificates​ ​ Transcript data for the transcript of the User (LO id, LO Title, subject, version etc.)​
​ Attachments (OJT/ Express Class)​ Transcript status (not started, pending approval, in progress, completed, etc.) and eventual scores​
Comments (entered when assigning, approving/ denying, marking complete, updating transcript, exempting, removing, etc.)​ Dates (assignment date, due date, completion date, etc.)​
Evaluations ​ Active, Completed, Archived , Removed Transcript

Time-based Data Deletion

The following applies to time-based data deletion:

  • Time-based deletion occurs automatically after a certain period. The execution itself is triggered on daily basis for Inactive User’s Learning Transcript Data based on the User’s termination date.
  • The user must belong to a Legal Entity OU and must be inactive. Users should be assigned to the Legal Entity before their termination date.
  • Data is erased permanently from the database and cannot be recovered. Data is also removed from the Reports.
  • Customers must enable User data anonymization/ deletion prior to Time based activation for Transcript for each Legal Entity OU.
  • Before opting-in for this process Customers must request via GCS one-time historical data cleanup for previously anonymized/ deleted users if they already use User anonymization/ deletion mechanism in their portal. ​


This functionality is off by default. Contact Global Customer Support (GCS) to enable.


The following existing permissions apply to this functionality:

Learning Features Self Activation Grants access to the Feature Activation Preferences page, where an administrator can activate new features associated with Learning, Connect and Extended Enterprise. Learning - Administration