Retention Policy: Difference between revisions

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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.

Revision as of 15:06, 5 July 2018

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

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

Store all paper documents digitally. If a physical copy must be kept, consult with Elizabeth Johnson. Follow the Filing Conventions when naming files.

User manuals

Keep digital copies of user manuals 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

Discard all regulatory notices and setup guides.

Warranty

Scan and store warranty documents in CES IT files in a manufacturer subfolder.

Files

Scan and store all other paper documents in the 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

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

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

Store system restore disk ISOs in the Installers folder on Box in a manufacturer subfolder.

Software installers

Store software installers in the Installers folder on Box in a developer subfolder.

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 for power supplies.

Hard drives

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

Data

Store all data according to 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

Store presentations sent in preparation for an event in the 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.

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