Best Practices in Personal Storage Management
Data's value decreases as data ages. Data is generally most valuable and most frequently accessed within the first 72 hours after it is stored. Access declines precipitously from that point forward. The data is rarely accessed after 30 days and almost never after 90 days. And yet, it frequently stays on high-priced
storage months or years after its value has plummeted.
- Delete emails, Word documents, spreadsheets, presentations, proposals and more from employees who are terminated
- Do not store personal non-work related information (personal MP3s, photos, videos) on HSC storage resources; use only personal portable devices (for example, a flash drive or portable hard disk).
- Do not keep multiple iterations, versions, or drafts of files, documents, spreadsheets, presentations, price lists and so on that consume storage and are outdated or obsolete
Follow the record retention schedule or ask your department’s Record Management Representation or the institutions Record Retention Officer.
Consider archiving personal files on an encrypted external hard drive. Contact TechZone for encrypted external hard drive options.
If you can answer “No” to these questions. Files can be defensible deleted.
- Is the file potentially responsive to a lawsuit, investigations, or other formal proceeding requiring ongoing preservation?
- Is this file unique?
- Is there a legal or regulatory requirement to keep this file?
- Does keeping this information serve an ongoing business purpose?
Tips for search files to cleanup
For Window 7 and greater
- Open Windows Explorer
- Select the networked folder to search
- Use Windows Advanced Search features to narrow searches for the following
- File kinds: folders, documents, presentations, pictures and so on.
- File stores: specific databases and locations.
- File properties: size, date, title and so on.
- File contents: keywords like “project deliverables”, “AQS,” “blue suede shoes”, and so on.
- In the Finder Click “Go” in the menu bar. Select “Connect to Server” and enter Server Address for the network drive that you want to search files for cleanup
- Click Connect
- A Finder window of networked drive opens
- In Finder: Type any letter or press a spacebar in the search button. The search bar will appear below the search field
- Select the networked folder
- Click the add button (+) on the right side of the search window, below the search field
- Click the far-left pop-up menu, then choose or add search criteria