Effective January 1, 2024 (updated September 15, 2025).

Administered by the Map & Data Library, University of Toronto Libraries.

Context

The University of Toronto’s ArcGIS Online instance is hosted by Esri and administered by the Map & Data Library. This platform operates within a defined storage limitations. To ensure efficient use of resources and maintain optimal performance, a data retention policy has been implemented to manage user content and storage.

Purpose of ArcGIS Online

ArcGIS Online is intended as a platform for active data sharing, visualization, and collaboration, not for long-term data preservation. Neither the University of Toronto nor Esri guarantees indefinite hosting of user content. To support ongoing operations and equitable access, user content may be subject to removal.

Data Retention Policy

Inactive Accounts: User accounts that have not been accessed in more than 12 months may be subject to deletion. This includes the removal of the account and all associated content (e.g., datasets, maps, apps).
Notification: When possible, users will be notified via email before deletion and given the opportunity to save or migrate their content. Note: To ensure these notifications and other important communications are received, users are strongly encouraged to update their ArcGIS Online profile with a valid email address.
Large Files/High Volumes of Data: The Map & Data Library may contact users hosting large files (or whose accounts house a large volume of data) to discuss alternative storage options.

Third-Party Hosting and Data Responsibility

ArcGIS Online is a third-party platform hosted by Esri. While the University of Toronto administers its institutional instance, it does not control the underlying infrastructure or guarantee the long-term availability or integrity of user content. Data stored in ArcGIS Online is subject to Esri's terms of service and may be affected by platform changes, outages, or other unforseen events.

Users are solely responsible for maintaining backups of their data. We strongly recommend downloading and storing copies of important datasets on institutionally supported infrastructure or in secure personal storage solutions. Users are also encouraged to remove old working files, and to consider data management in onboarding/offboarding procedures for collaborative projects.

ArcGIS Online should be used as a working space for active projects, not as a permanent archive.

For assistance with exporting content or selecting appropriate preservation platforms, please contact the Map & Data Library: https://mdl.library.utoronto.ca/about/contact-form

Long-Term Data Preservation Options

For long-term preservation, users are encouraged to consider depositing datasets in the institutional data repository, U of T Dataverse in Borealis, which provides a secure platform to preserve and share research data. For more information about using U of T Dataverse please visit: https://onesearch.library.utoronto.ca/researchdata/about-u-t-dataverse

University of Toronto ArcGIS Online Data Retention Policy

Related to

Map and Data Library

GIS, spatial data and mapping