Retention Policy

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 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.

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 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.

User manuals

Digital copies of user manuals are kept in 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.

Regulatory notices and setup guides

Regulatory notices and setup guides are always discarded.

Warranty

Warranty documents are scanned and kept in CES IT files under a folder named for the manufacturer.

Files

All other paper documents are kept in the 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

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 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.

System restore disks

System restore disk ISOs are kept in the Installers folder on Box in a subfolder named for the manufacturer.

Software installers

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

License keys

There is no retention policy for license keys.

Computer Hardware

Some computer hardware should be kept for easy and inexpensive upgrades to devices.

Memory modules

Keep memory modules 4GB or greater in The Box of Old Memories.

Power supplies

There is no retention policy in place for power supplies.

Hard drives

Keep empty hard drives with a capacity of 250GB or greater.

Data

All data should be stored according to 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 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.