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DSS IT Online File Storage Retention Policy

This policy addresses what happens to data stored on DSS file servers when the primary data owner is no longer affiliated with UC Davis.

This policy applies to files stored on the DSS IT file servers, including both personal (“U:\”) and lab/group (“S:\”) shares.

For personal shares, the file owner is the person associated with the account to which the share is assigned. For lab/group shares, the file owner is the PI or group manager to whom the share is assigned.

Files stored on the DSS IT file servers will be retained for a period of six (6) months from the time that the affiliation of the owner (as defined above) with UC Davis has ended.

DSS IT will make a good faith effort to contact the owner prior to the end of the retention period and to assist with transferring files to media provided by the owner.

At the end of the retention period, the files will be deleted from the live file servers.

Files deleted from the live file servers may be retained in the DSS IT backup system indefinitely, but DSS IT does not guarantee this. For more information on backups, please see the Backup Policy.

File owners and departments may request exceptions to this policy prior to the six (6) month expiration. File owners who are no longer affiliated with UC Davis will need to use the Temporary Affiliate Process (http://taf.ucdavis.edu) to maintain an active UC Davis computing account.