22.

0 Data Storage Policy - GP 471

22.1 Purpose:
22.1.1 This policy will assure network data storage is used in an acceptable manner to maintain
network availability and performance. Infrastructure department is responsible for
managing network storage which includes daily backups, securing access, monitoring,
and reporting of usage patterns. Access and use of network storage establishes an
obligation on the part of the individual to use this resource as defined in this policy.

22.2 Scope:
This policy applies to all HCT students, staff, third party and vendors who access,
process, or store sensitive HCT data.

22.3 Policy:

22.3.1 Appropriate File for Storage:

22.3.1.1 Files that directly pertain to the business of HCT shall be saved on a server. These
include business files created through the use of HCT approved and installed software.
22.3.1.2 Users are not allowed to store any personal or non-business related files on storage
server.

22.3.2 Storage Space Allocation:

22.3.2.1 Alerts will be sent to all employees who are close to exceeding their server space quota.
If an employee exceeds their server space quota, they will be unable to save files until
sufficient allocated space is freed in order to accommodate them. If an employee
needs support in freeing storage space, he or she shall contact the local IT department.

22.3.3 Tips for Conserving Storage Space:

22.3.3.1 It is the responsibility of every user to ensure that they use their server storage space
allocation wisely. Each user should set aside time on a monthly basis to ensure that
they remain within their space quota. Identify, remove and/or archive items that are:
a) Outdated, such as preliminary draft versions of current documents.
b) Out-of-use or orphaned files.
c) Duplicated files.
d) Non-business related or non-critical files.