DCU Qualtrics - Data Retention
As digital survey tools become increasingly central to how DCU supports teaching, research, and service improvement, the volume of data generated through platforms such as DCU Qualtrics continues to grow.
Qualtrics
To support this evolving digital landscape, Digital Technology Solutions (DTS), in collaboration with the DCU Qualtrics Board, is introducing an update to how survey data is managed within the DCU Qualtrics platform. This enhancement reflects a continued focus on ensuring that digital tools are used effectively, responsibly, and in a way that supports a secure and sustainable University environment.
What’s changing
From 1st September 2026, a rolling 365‑day data retention configuration will be applied across all DCU Qualtrics survey projects.
This means:
- All surveys, including active, inactive, and archived projects, will be subject to DCU‑approved data governance and retention policies
- Survey responses will be automatically deleted where the most recent response is more than 365 days old
- The configuration will operate on a continuous basis once introduced
This update introduces a consistent, University‑wide approach to managing survey data, ensuring that information is retained in a controlled and appropriate way as platform usage continues to expand.
Providing clarity on how survey data is retained helps ensure that students, staff and researchers can continue to use DCU Qualtrics with confidence. This update supports more consistent practices across the University, while promoting a responsible and sustainable approach to managing data over time.
DCU Qualtrics Board
Supporting better data practices
DCU Qualtrics is designed to support the collection, analysis, and use of survey data rather than long‑term storage. As adoption increases across different areas of the University, it is increasingly important that data is managed in a way that is consistent, proportionate, and aligned with established practices.
Introducing a defined retention period supports:
- A more structured and sustainable approach to managing digital information
- Greater consistency in how data is handled across teaching, research, and administrative use
- A secure and well‑governed environment for digital collaboration and engagement
What this means for you
Following the introduction of this configuration, survey responses will no longer be retained indefinitely within DCU Qualtrics. Survey Responses older than 365 days will be automatically removed as part of the ongoing retention process.
For users managing ongoing or longer‑term surveys, this provides an opportunity to review how data is collected and managed, ensuring it remains aligned with evolving practices across the University.
We encourage all DCU Qualtrics users to review their current surveys at least 2 weeks in advance of 1st September 2026 to ensure they are prepared for the updated retention change.
For full guidance on managing survey data and using DCU Qualtrics in line with DCU practices, please refer to DCU Help.