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April 22, 2025
COV Learning Center (COVLC) Data Reduction Update
Greetings HR Directors,
To improve COV Learning Center (COVLC) system performance and meet data retention requirements as provided by the Library of Virginia, DHRM will begin deleting some user accounts and training records in the COVLC over the next few months. We are sharing the information below with you that has already been provided to your agency COVLC administrator.
In early May, we plan to remove external user accounts in external domains for users who have not logged into their COVLC accounts in over 2 years. External users include any users who are not state government employees.
After completing removal of external user accounts, we will proceed with actions to remove internal user accounts (former employees) for those who have been separated from state government for 5 years or longer and have not returned to state government. If you would like to review your agency’s internal user records prior to deletion, please contact the COVLC HelpDesk and we will provide them to you once the records have been pulled. If you request and receive those records, you will have until mid-May to review the data to ensure that there are no issues. After mid-May, we plan to begin the actual account removal for those that have been separated from state government employment for 5 years or longer and have not returned.
It is also recommended that, if you need to keep training data for longer than 5 years after separation, your agency COVLC administrator run applicable training reports in the COVLC and archive them for future reference. COVLC administrators have been provided information about reports that they can use to capture this training data.
If you have any questions about this project, please send them to covlchelpdesk@dhrm.virginia.gov.
Thank you!
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