The University of Iowa will implement a new content retention policy for supported generative AI tools, including Microsoft 365 Copilot, Copilot Chat, and ChatGPT Edu, on Aug. 3.
Under the new policy, AI chat conversations will be retained for six months from the most recent interaction. Chats that have not been used during that period will be automatically removed and cannot be recovered. The policy applies to all faculty, staff, and students.
The change supports responsible use of AI tools, balancing user productivity with data management. It helps reduce the amount of stored institutional data, retaining the chat information only as long as there is a legitimate need. It also reduces the risk of referencing older AI-generated information that may be outdated.
“AI tools are opening new possibilities for how our campus community learns, works, and creates,” says Brad Rohrer, associate vice president and chief information officer. “This policy is one way we can support that innovation while helping people use these tools thoughtfully, protect university data, and keep the information they rely on accurate and current.”
The retention period is based on the most recent interaction with a chat. That means opening or continuing an existing conversation refreshes the six-month timeline. Uploaded files and images follow the same retention timeline as the chat in which they were shared. Saved memories will not be affected by the retention policy and will remain until deleted by the user.
The policy will not affect the performance or availability of Microsoft 365 Copilot, Copilot Chat, or ChatGPT Edu. Users can continue to use the tools as they do today.
Users who want to keep information from a chat should save the content outside the AI tool before the retention period expires. As always, users should follow university data policies and avoid storing sensitive or restricted information in inappropriate locations.
More information can be found on the ITS website, and the ITS Help Desk is available for assistance.