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Information and Communications Technology Data Storage procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 30 September 2010 and incorporates all amendments to 9 April 2015.

(2) This Procedure is pursuant to the Information Technology Service Provision policy.

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Section 2 - Purpose

(3) The Procedure documents requirements for the management and storage of data on ICT facilities.

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Section 3 - Scope

(4) This Procedure applies throughout the University.

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Section 4 - Policy

(5) Refer to the Information Technology Service Provision policy.

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Section 5 - Procedures

Mailboxes

(6) The Director, ICT Infrastructure Services will ensure that quotas are set for University mailboxes and that the quotas are reviewed regularly to ensure they meet University requirements.

(7) The Director, ICT Infrastructure Services will ensure that information and communications technology (ICT) users are warned before their mailbox exceeds their quota.

(8) ICT Users must archive mailbox content to ensure they have sufficient space available in their mailbox. When the quota is reached, an ICT user will be unable to send or receive emails until they have archived content to create space.

(9) Requests for additional mailbox storage must be authorised by the head of the relevant organisational area and then the Director, Infrastructure Services, eSolutions.

Home directories

(10) The Director, ICT Infrastructure Services will ensure that data storage quotas are set for ICT users' home directories and that the quotas are reviewed regularly to ensure they meet Deakin University requirements.

(11) The Director, ICT Infrastructure Services will ensure that ICT users are warned before their home directory exceeds their quota.

(12) ICT users must archive or remove files to ensure they have sufficient space available in their home directory. When the quota is reached, an ICT user will be unable to save additional material until they have moved or archived files to create space.

File shares

(13) The Director, ICT Infrastructure Services will ensure that file shares are provided for each organisational area, including negotiation of provision of file shares for other projects and groups on request.

(14) The head of each organisational area will nominate a staff member to be responsible for managing the area's file share(s), and ensuring that appropriate archiving is undertaken.

(15) The Director, ICT Infrastructure Services will ensure that the size of file shares is negotiated with the staff members nominated by the heads of the organisational areas, and that data storage space requirements are reviewed annually.

(16) The Director, ICT Infrastructure Services will ensure that the staff members nominated by the heads of the organisational areas are contacted before the file share(s) for which they are responsible exceed(s) their allocated disk space. When a file share is full, additional documents will be unable to be saved until files have been removed or archived to create space.

Enterprise applications

(17) Subject to available resourcing, the Application and Integration Manager, eSolutions will ensure that as a standard three complete sets of data will be held for all enterprise applications (i.e. for use in production, user acceptance testing, and development environments), plus one additional data set, where required, for project work.

(18) Where additional data sets need to be held, the business owner of each enterprise application must provide a business case and ensure appropriate funding and resourcing is available, and the request must be approved by the Chief Digital Officer.

(19) Business owners of each enterprise application, in collaboration with staff members in Deakin Division of eSolutions, will implement appropriate archiving processes.

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Section 6 - Definitions

(20) For the purpose of this Procedure:

  1. Enterprise Application: any centrally-managed software application used throughout the University, required to undertake the functions and activities of University business.
  2. File Share: centrally provided disk space for organisational areas, projects and other groups to facilitate storage, sharing and protection of electronic material associated with work activities.
  3. Home Directory: centrally provided disk space for ICT users to store and protect study or incidental work-related electronic material,
  4. Information and Communications Technology (ICT) Facilities: as defined in the Information Technology Service Provision policy.
  5. Information and Communications Technology (ICT) Services and Materials: as defined in the Information Technology Service Provision policy.
  6. Information and Communications Technology (ICT) User: as defined in the Information Technology Service Provision policy.