Retention Policy

Boxes

Boxes from new devices such as printers and computers are kept in the clocktower to simplify 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

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.

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

Driver disks

Driver installers are kept in the Installers folder on Box under a folder 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 under a folder named for the manufacturer.

Software installers

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

License keys

There is no retention policy currently in place 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.