Retention Policy - Revision history

Peterstevens: /* Phone Directories */ Fixed season capitalization.

2019-08-29T18:35:16Z

Phone Directories: Fixed season capitalization.

← Older revision		Revision as of 18:35, 29 August 2019
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	===Phone Directories===		===Phone Directories===
	[[Paul Dzus]] began the habit of keeping phone directories in September, 2006. This habit was not kept between ~~Spring~~ 2016 and ~~Fall~~ 2018.		[[Paul Dzus]] began the habit of keeping phone directories in September, 2006. This habit was not kept between spring 2016 and fall 2018.

	Scan and store the directory in <code>Box/CES IT/Files</code> in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.		Scan and store the directory in <code>Box/CES IT/Files</code> in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.

Peterstevens: /* Paper documents */ Rearranged sections.

2018-07-05T16:36:06Z

Paper documents: Rearranged sections.

← Older revision		Revision as of 16:36, 5 July 2018
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	===User manuals===		===User manuals===
	Keep digital copies of user manuals in <code>Box/CES IT/Files</code> in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.		Keep digital copies of user manuals in <code>Box/CES IT/Files</code> in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.

	~~===Regulatory notices, setup guides, and brochures===~~
	~~Discard all regulatory notices, setup guides, and brochures.~~

	===Warranty===		===Warranty===
	Scan and store warranty documents in <code>Box/CES IT/Files</code> in a manufacturer subfolder.		Scan and store warranty documents in <code>Box/CES IT/Files</code> in a manufacturer subfolder.

	~~===Other===~~
	~~Scan and store all other paper documents in the <code>Box/CES IT/Files</code> in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.~~

	===Phone Directories===		===Phone Directories===
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	Scan and store the directory in <code>Box/CES IT/Files</code> in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.		Scan and store the directory in <code>Box/CES IT/Files</code> in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.

			===Regulatory notices, setup guides, and brochures===
			Discard all regulatory notices, setup guides, and brochures.

			===Other===
			Scan and store all other paper documents in the <code>Box/CES IT/Files</code> in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.

	==Software==		==Software==

Peterstevens: /* Files */ Renamed section Other.

2018-07-05T16:35:40Z

Files: Renamed section Other.

← Older revision		Revision as of 16:35, 5 July 2018
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	Scan and store warranty documents in <code>Box/CES IT/Files</code> in a manufacturer subfolder.		Scan and store warranty documents in <code>Box/CES IT/Files</code> in a manufacturer subfolder.

	===~~Files~~===		===Other===
	Scan and store all other paper documents in the <code>Box/CES IT/Files</code> in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.		Scan and store all other paper documents in the <code>Box/CES IT/Files</code> in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.

Peterstevens: /* Regulatory notices and setup guides */ Added brochures.

2018-07-05T16:18:53Z

Regulatory notices and setup guides: Added brochures.

← Older revision		Revision as of 16:18, 5 July 2018
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	Keep digital copies of user manuals in <code>Box/CES IT/Files</code> in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.		Keep digital copies of user manuals in <code>Box/CES IT/Files</code> in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.

	===Regulatory notices ~~and~~ setup guides===		===Regulatory notices, setup guides, and brochures===
	Discard all regulatory notices ~~and~~ setup guides.		Discard all regulatory notices, setup guides, and brochures.

	===Warranty===		===Warranty===

Peterstevens: Added code format for directories.

2018-07-05T15:28:53Z

Added code format for directories.

← Older revision		Revision as of 15:28, 5 July 2018
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	===User manuals===		===User manuals===
	Keep digital copies of user manuals ~~[[Files\|~~CES IT ~~files]]~~ in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.		Keep digital copies of user manuals in <code>Box/CES IT/Files</code> in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.

	===Regulatory notices and setup guides===		===Regulatory notices and setup guides===
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	===Warranty===		===Warranty===
	Scan and store warranty documents in ~~[[Files\|~~CES IT ~~files]]~~ in a manufacturer subfolder.		Scan and store warranty documents in <code>Box/CES IT/Files</code> in a manufacturer subfolder.

	===Files===		===Files===
	Scan and store all other paper documents in the ~~[[Files\|~~CES IT ~~files]]~~ in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.		Scan and store all other paper documents in the <code>Box/CES IT/Files</code> in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.

	===Phone Directories===		===Phone Directories===
	[[Paul Dzus]] began the habit of keeping phone directories in September, 2006. This habit was not kept between Spring 2016 and Fall 2018.		[[Paul Dzus]] began the habit of keeping phone directories in September, 2006. This habit was not kept between Spring 2016 and Fall 2018.

	Scan and store the directory in ~~the~~ Files ~~folder on Box~~ in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.		Scan and store the directory in <code>Box/CES IT/Files</code> in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.

	==Software==		==Software==
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	===Driver disks===		===Driver disks===
	Store driver installers in ~~the~~ Installers ~~folder on Box~~ in a manufacturer subfolder. Drivers can be copied from the disk or downloaded from the Internet.		Store driver installers in <code>Box/CES IT/Installers</code> in a manufacturer subfolder. Drivers can be copied from the disk or downloaded from the Internet.

	===System restore disks===		===System restore disks===
	Store system restore disk ISOs in ~~the~~ Installers ~~folder on Box~~ in a manufacturer subfolder.		Store system restore disk ISOs in <code>Box/CES IT/Installers</code> in a manufacturer subfolder.

	===Software installers===		===Software installers===
	Store software installers in ~~the~~ Installers ~~folder on Box~~ in a developer subfolder.		Store software installers in <code>Box/CES IT/Installers</code> in a developer subfolder.

	===License keys===		===License keys===
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	===Presentations===		===Presentations===
	Store presentations sent in preparation for an event in ~~the [[Files\|~~CES IT ~~files]]~~ in an author subfolder. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case. If more than one version of the presentation is received in the same day, denote the newest version with a number at the end of the file name. For example, "2018-04-19 The Silent Revolution in Reverse 2.ppt". Any ambiguity about which version is the latest can result in a speaker working from an old file during an event.		Store presentations sent in preparation for an event in <code>Box/CES IT/Files</code> in an author subfolder. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case. If more than one version of the presentation is received in the same day, denote the newest version with a number at the end of the file name. For example, "2018-04-19 The Silent Revolution in Reverse 2.ppt". Any ambiguity about which version is the latest can result in a speaker working from an old file during an event.

Peterstevens: Changed sentences to imperative and made other minor grammatical and stylistic changes.

2018-07-05T15:06:06Z

Changed sentences to imperative and made other minor grammatical and stylistic changes.

← Older revision		Revision as of 15:06, 5 July 2018
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	To eliminate cruft in the IT office and storage closet, all items and data must be retained or discarded according to a set of rules. Every object in the office or closet adds complexity to work.		To eliminate cruft in the IT office and storage closet, all items and data must be retained or discarded according to a set of rules. Every object in the office or closet adds complexity to work.

	==Boxes==		==Boxes==
	~~Boxes~~ from new devices such as printers and computers ~~are kept~~ in the [[clocktower]] to simplify the return process. All boxes must be labelled with a discard date 90 days from the day the box is stored. Once a semester, the clocktower ~~should be cleared~~ of boxes past the discard date.		Keep boxes from new devices such as printers and computers in the [[clocktower]] to simplify the return process. All boxes must be labelled with a discard date 90 days from the day the box is stored. Once a semester, clear the clocktower of boxes past the discard date.

	==Paper documents==		==Paper documents==
	~~All~~ paper documents ~~are stored~~ digitally. If a physical copy must be kept, consult with [[Elizabeth Johnson]]. ~~All dates should be written in~~ [~~https://en.wikipedia.org/wiki/ISO_8601 ISO 8601~~] ~~format at the beginning of the file name so that they sort by date~~ when sorted alphabetically. If there is a date on the document, use that date. If the document has no date but pertains to a period of time, use the last date of that period of time. Otherwise, use the date the document was saved.		Store all paper documents digitally. If a physical copy must be kept, consult with [[Elizabeth Johnson]]. Follow the [[Filing Conventions]] when naming files.

	~~If the document has a title, put the written title after the date. If there is no title, write a brief descriptor after the date. Use title case, except where a brand name is stylized, e.g. iPhone~~. ~~If more than one document with the same title exists for the same day, add a number at the end to indicate the order.~~

	===User manuals===		===User manuals===
	~~Digital~~ copies of user manuals ~~are kept in~~ [[Files\|CES IT files]] ~~under~~ a ~~folder named for the~~ manufacturer. ~~Paper~~ copies ~~are discarded~~. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.		Keep digital copies of user manuals [[Files\|CES IT files]] in a manufacturer subfolder. Discard paper copies. PDFs of user manuals are almost always available online. If there is no digital copy available online, discard the physical copy without retaining a digital copy.

	===Regulatory notices and setup guides===		===Regulatory notices and setup guides===
	~~Regulatory~~ notices and setup guides ~~are always discarded~~.		Discard all regulatory notices and setup guides.

	===Warranty===		===Warranty===
	~~Warranty~~ documents ~~are scanned and kept~~ in [[Files\|CES IT files]] ~~under~~ a ~~folder named for the~~ manufacturer.		Scan and store warranty documents in [[Files\|CES IT files]] in a manufacturer subfolder.

	===Files===		===Files===
	~~All~~ other paper documents ~~are scanned and stored~~ in the [[Files\|CES IT files]] ~~under a folder named for the~~ author ~~of the document~~. If a document has multiple authors, store a copy in a ~~folder~~ for each author.		Scan and store all other paper documents in the [[Files\|CES IT files]] in an author subfolder. If a document has multiple authors, store a copy in a subfolder for each author.

			===Phone Directories===
			[[Paul Dzus]] began the habit of keeping phone directories in September, 2006. This habit was not kept between Spring 2016 and Fall 2018.

			Scan and store the directory in the Files folder on Box in the Minda de Gunzburg Center for European Studies subfolder. Keep the physical copy with the other phone directories.

	==Software==		==Software==
	Follow the naming convention in each manufacturer or developer folder. If there is no naming convention, follow the generic one in the Installers folder.		Follow the naming convention in each manufacturer or developer folder. If there is no naming convention, follow the generic one in the Installers folder.

	===Driver disks===		===Driver disks===
	~~Driver~~ installers ~~are kept~~ in the Installers folder on Box in a subfolder ~~named for the manufacturer~~. Drivers can be copied from the disk or downloaded from the Internet.		Store driver installers in the Installers folder on Box in a manufacturer subfolder. Drivers can be copied from the disk or downloaded from the Internet.

	===System restore disks===		===System restore disks===
	~~System~~ restore disk ISOs ~~are kept~~ in the Installers folder on Box in a subfolder ~~named for the manufacturer~~.		Store system restore disk ISOs in the Installers folder on Box in a manufacturer subfolder.

	===Software installers===		===Software installers===
	~~Software~~ installers ~~are kept~~ in the Installers folder on Box in a subfolder ~~named for the developer~~.		Store software installers in the Installers folder on Box in a developer subfolder.

	===License keys===		===License keys===
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	===Power supplies===		===Power supplies===
	There is no retention policy ~~in place~~ for power supplies.		There is no retention policy for power supplies.

	===Hard drives===		===Hard drives===
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	==Data==		==Data==
	~~All~~ data ~~should be stored~~ according to [https://policy.security.harvard.edu/view-data-security-level Harvard Data Security Policy]. If you are unsure about the security level of a storage service, do not use it.		Store all data according to [https://policy.security.harvard.edu/view-data-security-level Harvard Data Security Policy]. If you are unsure about the security level of a storage service, do not use it. It may be in violation of a law or regulation, or Harvard policy.

	===Presentations===		===Presentations===
	~~Presentations~~ sent ~~prior to~~ an event ~~are stored~~ in the [[Files\|CES IT files]] in a subfolder ~~named for the author~~. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case. If more than one version of the presentation is received in the same day, denote the newest version with a number at the end of the file name. For example, "2018-04-19 The Silent Revolution in Reverse 2.ppt". Any ambiguity about which version is the latest can result in a ~~presenter~~ working from an old file during an event.		Store presentations sent in preparation for an event in the [[Files\|CES IT files]] in an author subfolder. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case. If more than one version of the presentation is received in the same day, denote the newest version with a number at the end of the file name. For example, "2018-04-19 The Silent Revolution in Reverse 2.ppt". Any ambiguity about which version is the latest can result in a speaker working from an old file during an event.

Peterstevens: /* Files */ Added "scanned."

2018-07-03T20:51:27Z

Files: Added "scanned."

← Older revision		Revision as of 20:51, 3 July 2018
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	===Files===		===Files===
	All other paper documents are ~~kept~~ in the [[Files\|CES IT files]] under a folder named for the author of the document. If a document has multiple authors, store a copy in a folder for each author.		All other paper documents are scanned and stored in the [[Files\|CES IT files]] under a folder named for the author of the document. If a document has multiple authors, store a copy in a folder for each author.

	==Software==		==Software==

Peterstevens: /* Data */ Added presentation version rule.

2018-07-03T20:49:09Z

Data: Added presentation version rule.

← Older revision		Revision as of 20:49, 3 July 2018
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	===Presentations===		===Presentations===
	Presentations sent prior to an event are stored in the [[Files\|CES IT files]] in a subfolder named for the author. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case.		Presentations sent prior to an event are stored in the [[Files\|CES IT files]] in a subfolder named for the author. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case. If more than one version of the presentation is received in the same day, denote the newest version with a number at the end of the file name. For example, "2018-04-19 The Silent Revolution in Reverse 2.ppt". Any ambiguity about which version is the latest can result in a presenter working from an old file during an event.

Peterstevens: /* Paper documents */ Added document version rule.

2018-07-03T20:46:41Z

Paper documents: Added document version rule.

← Older revision		Revision as of 20:46, 3 July 2018
Line 7:		Line 7:
	All paper documents are stored digitally. If a physical copy must be kept, consult with [[Elizabeth Johnson]]. All dates should be written in [https://en.wikipedia.org/wiki/ISO_8601 ISO 8601] format at the beginning of the file name so that they sort by date when sorted alphabetically. If there is a date on the document, use that date. If the document has no date but pertains to a period of time, use the last date of that period of time. Otherwise, use the date the document was saved.		All paper documents are stored digitally. If a physical copy must be kept, consult with [[Elizabeth Johnson]]. All dates should be written in [https://en.wikipedia.org/wiki/ISO_8601 ISO 8601] format at the beginning of the file name so that they sort by date when sorted alphabetically. If there is a date on the document, use that date. If the document has no date but pertains to a period of time, use the last date of that period of time. Otherwise, use the date the document was saved.

	If the document has a title, put the written title after the date. If there is no title, write a brief descriptor after the date. Use title case, except where a brand name is stylized, e.g. iPhone.		If the document has a title, put the written title after the date. If there is no title, write a brief descriptor after the date. Use title case, except where a brand name is stylized, e.g. iPhone. If more than one document with the same title exists for the same day, add a number at the end to indicate the order.

	===User manuals===		===User manuals===

Peterstevens: Added data retention policy.

2018-07-03T20:38:14Z

Added data retention policy.

← Older revision		Revision as of 20:38, 3 July 2018
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	===Hard drives===		===Hard drives===
	Keep empty hard drives with a capacity of 250GB or greater.		Keep empty hard drives with a capacity of 250GB or greater.

			==Data==
			All data should be stored according to [https://policy.security.harvard.edu/view-data-security-level Harvard Data Security Policy]. If you are unsure about the security level of a storage service, do not use it.

			===Presentations===
			Presentations sent prior to an event are stored in the [[Files\|CES IT files]] in a subfolder named for the author. If the presentation has more than one author, store a copy under a folder for each author. If someone other than the author sent the file, store a copy of the file in a folder named for the sender as well as the authors. Use the date the presentation was received. Name the file with the presentation's title, minus anything after the first colon. If the presentation does not have a title, use the title of the event. Always use title case.