File Retention FAQ

1. Why do I need training?

The goal is to ensure that you are knowledgeable about the following:

• which files get backed up and under what conditions you can recover them.
• methods to organize your documents.
• how, when and where to put documents for long term storage.

2. How do I make sure PC/Laptop files are backed up?

1. You don't have to do anything other than understand that C:\Documents and Settings\USER\ is the only directory on a PC that is backed up.
2. This directory includes your browser cookies, desktop files, browser favorites, browser cache, local settings, My Documents (including Eudora), recent files, the start menu and templates.
3. 'Backed up' means that the files will be available for 4 weeks. For example, if on August 2nd you delete or change a file you made on August 1st you will not be able to recover the original 5 weeks later August 30th.

3. How do I make sure my shared files on a server are backed up?

• You don't have to do anything other than understand that backups of files on shared directories on servers will be retained for 4 weeks. Simply placing the files in the shared directories means they will be in the normal backup cycle.

4. How do I make sure files are retained for long periods according to contracts and/or file retention policies?

1. First, identify the files. This is your responsibility. Please talk to your supervisor if you aren't sure what files are needed by CU policy or government contract. You need to identify files for long-term retention yourself and place them in the appropriate folder on the file server.
2. Second, put the files in the active directory create for your department. For example, SFA_ACTIVE/A012203  may be a directory created to hold relevant award information.
3. Move the active files to the archive directories, such as SFA_ARCHIVE/PURGE_IN_JAN_2011. It is your responsibility to identify the files that need to be put in the archive directory and to identify the correct directory by the purge date.
4. At fiscal year end, move the files that need to be held as a snapshot-in-time to a 'frozen' directory such as SFA_AUG_2005_FREEZE.

5. How do I access files that I or someone else put away for long periods?

1. Departments will have direct access to their respective *ACTIVE, *FREEZE, and *ARCHIVE directories. The *ARCHIVE/PURGE_IN_yyyy directories will be removed at the respective calendar year (yyyy). No special recovery requests or old tape hardware and software will be needed. The files can also be searched for words or phrases, file types, and file names using the standard Windows search tools.  [* : Would be replaced with department names.]
2. There will be a transition period in which tapes will still be the recovery media. The transition period will be 7 years from the start of this new directory structure, or September 1st, 2011. 

6. How do I access lost files that have not been put in specific directories for long term retention?

• Send your file recovery request to uco_operations@cornell.edu if the file was deleted or lost in the last 4 weeks. Indicate the name, location and file type of the file(s) to be restored.

7. How can I organize files to avoid accidentally deleting or overwriting them?

• The best defense against losing or overwriting files and having to request files to be restored is to :
• Create logical folders.
• Put a version number in the document name and keep a few versions around. For example: /my Documents/projects/cash receipts/projectplan.001.doc, projectplan.002.doc

8. How do I keep files out of the backup cycle?

• You can avoid having files backed up by putting them some place besides the desktop and the My Documents directory. Need to keep some personal files? Create a folder called 'personal' on the C: disk and make a short cut to it on your desktop.

9. How can I get rid of irrelevant files?

1. Clean up your email by getting rid of emails that aren't needed as business records. Go through your attachments directory and deleted old attachments. 
2. Avoid propagating files. That is, learn how to use the file server or the web server and send emails referencing the file rather than sending the file as an attachments to an email.
3. Create an email filter for spam to go straight in the trash.
4. Set the Eudora trash to be emptied on exit.
5. Compact your mailboxes periodically.
6. Do spring cleaning of your own file system and get rid of files that aren't needed anymore.