ISS Student Data Storage Policy Security: Internal Only

Transcription

1 Student Data Storage Policy Security: Internal Only Author: Mark Barrow Version: 1.2 Date: 11 September (0) London Metropolitan University Tower Building Holloway Road London N7 8DB Switchboard: +44 (0) londonmet.ac.uk London Metropolitan University is a limited company registered in England and Wales with registered number and VAT registered number GB Our registered office is at Holloway Road, London N7 8DB. London Metropolitan University is an exempt charity under the Charities Act Its registration number with HMRC is X6880.

2 Document Control Changes History Version Date Amended By Recipients Purpose /03/2012 M Barrow First Draft - Review /05/2012 M Drolc First Draft Review /06/2012 M Barrow Second Draft /09/2012 M Barrow Third Draft /10/2012 M Barrow Third Draft /07/2013 M Barrow Final Draft /09/2015 M Barrow Reviewed Amended /09/2015 M Drolc Reviewed Amended Related Documents Document Author Version Date Authorisation Role Name Date Directory of Raghu Vydyanath Distribution Name Leadership Team Infrastructure Enterprise Applications Support Programme Office Business Management Organisation 2

3 1. Contents Student Data Storage Policy Introduction Purpose Scope Distribution Related Policies Auditing Physical Storage Location Physical Storage Delivery Backup and DR Backup Retention Offsite Media Storage Provision of Student Data Storage Quota Management Archive End of Academic Year Annual Notice of Student Archive Exceptions Process Changes and Disputes Changes Disputes

4 1. Introduction 1.1 Purpose This document outlines the student data storage policy for London Metropolitan University. 1.2 Scope This policy is only concerned with student data storage held within the University. This policy does not cover staff data storage, department data storage, storage of data on servers or Google Storage. 1.3 Distribution This Policies and Procedures is available on the Web. 1.4 Related Policies 4

5 2. Auditing 2.1. Physical Storage Location Student data storage is provided from the University s central NAS (Network Attached Storage). There is a finite amount of disk space provided which requires regular administration and supervision to allow all current students have space to work with and store their data on Physical Storage Delivery Student data Storage is provided to student desktops as the X: drive. This is mounted and configured automatically as part of the startup process. Specialized student group areas can be made available, for special course work or group activities. This is reliant on their being sufficient space available and authorization from the Director of. A cost code charge may be required for these areas Backup and DR Student data storage is backed up each night, Monday to Sunday. This backup occurs each evening. Student data storage is also replicated to a secondary NAS storage device in the event of a disaster at the primary site Backup Retention Backups of the Student data storage areas are for disaster recovery only. Due to the total size of Student data storage, retention is currently 7 versions for 31 days for existing files, and 2 versions for 31 days for deleted files. (Extra may be kept at the discretion of the Backup Team) Offsite Media Storage Offsite from University is not currently an option. A copy of backup data will be made to Goulston Street facilities in the eventuality that service is lost at the primary campus Provision of Student Data Storage New students are provided with data storage automatically on their first logon to a University computer. This is automatically provided to them as their home drive on their desktops. All students are granted a quota of 1GB. Additionally, as part of the Google Apps service, Students have unlimited storage with Google Drive Quota Management Student quota increases will only be on receipt of a Business Case from the relevant department and may incur charges. Quota increases will only be allowed as part of a special requirement of a course, as dictated by the course department. 5

6 2.8. Archive End of Academic Year Due to the total data size of student data storage, it is not possible to maintain student data and provide enough space for new students in the new academic year. On the second weekend of September each year, the student data storage areas will be archived and all data removed from the storage. Students should ensure their data is removed or backed up to carry forward into their next year s study, or to take away with them. The majority of all University provided PCs have CD and DVD writers available, along with suitable software. Students may also consider using USB Pen Drives (AKA USB Memory Sticks) or Portable HDDs, or uploading their files to their University Google Drive. Archived data will be stored for six months. Students should not consider the Archive to be a safety net against failing to remove or backup student work before the clear out. Considerable time will be needed to restore from the Archive, which is completely separate from nightly backups. Staff who request restored data from the Archive for a student, should consider the amount of time this will require before making a case to the Director of. A suitable cost code should be supplied with the case, as charges may be applied. (NB There may be a delay of up to 2 weeks for a restore from archive request is processed) Annual Notice of Student Archive Notice to students, warning or the archive, will begin in May of that academic year. The warnings will be posted on the evision notice page, student message of the day, and by an all student . A follow up all student will follow in June, July, August, and September just prior to the clear out. 6

7 3. Exceptions Process Exceptions to this policy are allowed only when: It has been determined that the standard policy does not meet requirements; and Agreement has been made that sufficient resources are, or can be made, available. Requests for an exception should be supplied in detail to the Leadership Team. This request should be brief, but precise and specific to the requirement of the exception, including a valid business reason. If agreed, the request should be submitted to the CAB. Exceptions will require full details to be passed through a process of assessment and costing to the department. Exceptions requiring additional resources and/or expenditure will be passed to Leadership team for approval prior to agreement of the Exception. 7

8 4. Changes and Disputes 4.1. Changes This policy is maintained by the Server Infrastructure team, part of Infrastructure department. Requests to change the policy should be made to the Head of Infrastructure. Changes to this policy will only be accepted after submission to the Change Advisory Board Disputes Any dispute concerning the backup policy, daily backups, requests for restoration, or loss of data should be made in writing to the Director of. 8