Using Formy

Form data retention policy is a general purpose form creation tool that allows for the capture of basic information from an end user. Some forms are used for one-time events (such as an RSVP) while others live online indefinitely (like an embedded contact form on a program page).

Data captured by these forms is temporarily stored and needs to be moved to a permanent location (CRM, Banner, Listserv) by the form’s owner or it will be permanently deleted according to the outlined policy details.

When data is subject to removal, form owners and everyone with form privileges will receive email alerts. Reminders will go out one month, one week and one day before any submitted data is removed. This provides owners with enough time to export the data and move it to a permanent location, if needed.

Forms with expiration dates

  • Data is retained for six months after form expiration date

Forms that never expire

  • Data is retained on a rolling one-year basis from the date of each submission by default: form creator clicks checkbox to agree to this.
  • Weekly cleanup email alerts to form owner(s) outline how many records from which forms will be deleted.
  • Option to “Keep data indefinitely” requires an explanation, subject to review by the Web Team.

Information not able to be captured

  • Social Security Number
  • Drivers License Number
  • SSN
  • Credit Card Number
  • Credit Card
  • Bank Account
  • Routing Number
  • Password