Pine Technical College
Policy and Procedure
Policy Number: 704 Date: 12/29/98
Revision Date: 01/07/1999
Division/Department: Information Systems Author:
Ken Ries
Subject: Data retention
Authorities:
Minnesota Records Retention Act, Minnesota Data Practices Act, and the
Statute of limitations.
Purpose:
To ensure data integrity and security in compliance with all legal
requirements. This policy also provides information on the Pine Technical
College backup strategy and is part of a comprehensive disaster recovery plan.
Policy:
Storage of files:
Any and all files created by an employee of Pine Technical College are to
be saved to the user's network userdata directory or a network location
designated by the Technology Director. Mobile computer users are responsible for
copying any data stored locally to the network on a regularly scheduled basis.
Data backup:
Information Systems staff will perform daily and weekly backups of the
network data storage areas. Data retention: All backup tapes will be stored in a
fire-proof cabinet on-site for a minimum period of 28 days. A monthly backup
tape will be created on the last Saturday of each month. The monthly tape will
be stored in a secure, off-site, location for a minimum of 6 years.
Email system backup:
The email systems are not backed up as part of our normal process. This
includes the GroupWise system data files and any personal email archives located
on network storage areas. Employees are responsible for filing hard copies of
email when a backup copy may be necessary. All GroupWise system email is purged
after 180 days. Items located in trash folders are purged after 30 days.
Procedure:
Storage of files:
A userdata directory is created for each user at the time the account is
created. This directory is commonly referred to as a home directory or "H drive"
and is displayed as "[username] on Ptc_Novell\Users\Staff (H:)" in Windows
Explorer. This directory is the designated location for all personal data files
created by Pine Technical College employees. Data files designed to be shared by
employees also have specific network locations designated by the ITS department
staff. Information on shared file locations can be obtained through the Help
Desk.
Mobile computer users are responsible for copying data stored locally to the
designated network location in a timely fashion. This can be accomplished while
connected to the network within the facility or by utilizing File Transfer
Protocol via the Internet outside of the facility.
Data backup:
Daily backups: Information Systems Staff perform daily backups of the data
areas of the file servers beginning at 11:00 PM Monday through Thursday. The
data areas include all of the userdata directories and the various databases
that exist on our network file servers. This backup does not affect users who
may be on the network.
Weekly Backups: Information Systems staff will perform weekly backups
of all of the data areas of the Novell file servers. This data includes all of
the application and system files in addition to the data normally backed up
during the week. This backup begins at 11:00 PM Saturday night and finishes by
8:00 AM Sunday morning. During this backup window all users will be
automatically logged off of the system and the system will not be available
until the backup is complete.
Monthly Backups: The last weekly backup of each month will be the
monthly backup. Monthly backup tapes will be stored off-site in a safe deposit
box maintained by Pine Technical College. Once the backup has been completed,
Information Systems staff will label the tape with the month and year and
deliver it to the business office to be placed in the safe deposit box.
Requesting file restores from tape: Should it become necessary to have
a file or files restored form a backup tape contact the Help Desk. Be prepared
by having the file name and location available for example: File name:
foobar.doc & location h:\msword\mydir. Information systems can not restore files
without this information. Allow a minimum of 24 hours for normal restores,
longer if we need to retrieve a tape from off-site storage.
Responsibilities:
Pine Technical College faculty and staff: Proper storage of
data on the network as outlined above.
Information Systems Staff: Maintain backup tape rotation and ensure
backup data integrity.
Business Office: Maintaining off-site storage arrangements and
transportation of the monthly backup tape to and from off-site storage.
Dissemination:
All Pine Technical College employees
Reviewed by Leadership Team: 01/11/1999
Reviewed by Faculty Senate:
Reviewed by:
Approved: 01/11/1999