Subject: Appropriate location, duration, and backup of electronic files on LSU Libraries computers and servers

Purpose: Define by location what types and sizes of files should be stored where, for how long, backup policy, based on type and use of files.


Policy:

Local drive (C:)

1. Not backed up at this time. Special arrangements may be possible for a very few machines.
   
2. For storage of files which are not mission-critical, including drafts of web pages, software programs.
   
3. Not for storage of production web pages since the web server is backed up.

User drive (usually G:)

1. Backed up automatically on a regular schedule.
   Access is limited to the user, except when set up in special situations by request.
   
2. Quota: 1 GB
   
3. Best place for backup copy of My Documents, selected Lotus Notes files, and Internet Explorer Favorites.
   
4. Not for storage of web pages since the web server is backed up. Drafts of web pages should be kept on Local Drive.
   
5. Not for storage of software programs.

Share drive (S:) other than XFER

1. Backed up automatically on a regular schedule.
   
2. Access is limited to library personnel per specifications by the user.
   
3. Not for storage of web pages since the web server is backed up. Drafts of web pages should be kept on Local Drive.
   
4. Not for storage of software programs.

Share XFER (meaning "transfer")

1. Not backed up.
   
2. For temporary storage to transfer from one person or department to another.
   
3. All files will be subject to deletion on an irregular basis when space requires.

Web server

1. Backed up automatically on a regular schedule.
   
2. Not for storage of temporary or draft web pages.

Mainframe

1. Backed up automatically on a regular schedule.
   
2. For storage of large quantities of little-used files in special projects based on arrangement with ITS.
   
3. Example: Music Reserve files.

General

1. None of these are locations for storage of any personal, non-work files.
   
2. None of these should contain files for which there is no longer any program which will read them. For example, no Lotus WordPro word processing files should be saved if they cannot be read by your current installation of Microsoft Word or Corel Word Perfect, and no Quattro Pro or Lotus123 files if they cannot be read by Microsoft Excel.
   
3. Files over three years old should be scrutinized for necessity of saving and continued usefulness; regulations vary but many do not require our saving these more than three years. Contact University Archives for a retention schedule for your area and type of files and refer to PS-74.

Other

1. Any exceptions, increases in quotas should be justified and discussed with the Server Administrator. In some cases new arrangements are necessary to store files for particular projects.
   
2. See also LSU Computer Usage Policies: PS 101, Computer Usage, Access Policy Statement, OTC Network Security Policy, OTC LSU Network Usage Policies > Hardware/Software Upgrades, PS107.
   
3. See also LSU Libraries LPM 23 Microcomputer Hardware, LPM24 Microcomputer Software, LPM25 Use of Libraries' Internet Servers.