WiscWeb will be using new infrastructure with the release of UW Theme 2.0. With this new infrastructure, Gravity Forms entries will automatically be deleted 1.5 years from the date they were received. After an entry is deleted it will no longer be accessible to administrators on the website.
What is an “entry”?
In Gravity Forms, an “entry” is an archive of what was submitted by the user through the form. This includes all of the details they entered into the form, as well as the date/time of the submission. Entries can be viewed by hovering over the form title in the Forms list and selecting “Entries.”
Why is this change being made?
This change is being made to align the WiscWeb service with campus security standards. By limiting the amount of time entries are stored within our servers, we are reducing our risk of this data being obtained if the service were to be hacked.
What if I need the submission data for longer than 1.5 years?
If you require retention of Gravity Forms submission records for longer than 1.5 years for business purposes, Gravity Forms has an option for exporting forms and form entries. A .CSV download of form entries can be manually exported on any desired cadence. An internal process should be developed to delete the .CSV when no longer needed.
Gravity Form Entries and records management
The submittal of a Gravity Form results in an email being sent to the recipient. Gravity Forms natively submits all of the form entry data to one or more email addresses based on the Notification Settings you configure for the form. Once the email is received by the designated user, the email and subsequent communications based on the email can be considered the official record and managed throughout its lifecycle according to an appropriate record schedule which are based on the content of the communication.
Two record schedules that may be most helpful for communications can be found on the Administrative Records Schedule:
- ADMIN201 – Business Records – (Date Created + 1 year) – Routine business communications that are typical for your unit based on your role / service you provide. They do not establish policy, guidelines, or procedures.
- ADMIN352 – Transitory Records (No retention – delete when resolved). Transitory records are only required for a short period of time, have little or no documentary value and are not required to meet legal or fiscal obligations. Once they are answered, no follow up is generally required. Examples: Who do I contact for …? Where are you located? Do you have a phone number for….? How do I …..?
Other communication may follow other records schedules depending on the content. Reach out to Records Management at recmgmt@library.wisc.edu for additional help.
Questions
If you have questions about this change or believe this shift will interfere with internal processes, please contact the WiscWeb team using the Customer Support Form.