Overview

The SJA Network has robust storage capabilities. Each user has their own personal store (their H:\ drive) available to them, as well as a shared store (the S:\ drive) for sharing files amongst other users. These stores are located on the server Selene at the PHQ data centre and are protected with a full daily backup. However, the quantity of storage space available is limited, and although we do periodically expand the quantity of storage, because of the cost we need to use our existing storage as effectively as possible.

Purpose

The purpose of this procedure is to direct our users in archiving their inactive files to make more space available in the data stores, as well as to provide off site backup of those inactive files.

This procedure applies to employees, contractors, consultants, temporaries, volunteers, and other workers at SJA, including all personnel affiliated with third parties. This policy applies to all equipment that is owned or leased by SJA, which includes Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, WWW browsing, and file access. Corresponding documents include the Mobile Network Device Policy, the Information Sensitivity Policy, the Backup Procedure, and the Data Security Guidelines document.

Each user will perform monthly inspections of their personal store (H:\)
Each user will create a subdirectory called archive in their personal store
Each user will move inactive files into their archive subdirectory
Each user will then inform the IT department by sending an email to support@stjohn.ab.ca
The IT department will produce 3 verified copies of the information on CD-R or DVD-R
The data in the user's archive subdirectory will then be deleted by the IT department.
The data will then be distributed to the appropriate area manager or their designate, the PHQ data safe, and the Iron Mountain off site archive.
If a user needs access to their inactive files, they can retrieve the file from one of the above mentioned sources.

Each manager will perform monthly inspections of the portions of the S:\ drive that they are responsible for.
Each manager will create a subdirectory called archive in their shared store area
Each manager will move inactive files into their archive subdirectory
Each manager will then inform the IT department by sending an email to support@stjohn.ab.ca
The IT department will produce 3 verified copies of the information on CD-R or DVD-R
The data in the user's archive subdirectory will then be deleted by the IT department.
The data will then be distributed to the appropriate area manager or their designate, the PHQ data safe, and the Iron Mountain off site archive.
If a user or manager needs access to their inactive files, they can retrieve the file from one of the above mentioned sources.