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Record Ref : FOI 9388
Date Received : 27/06/2022
Date Completed : 07/07/2022
Organisation : Private Individual
Application Type : Private Individual
Category : Records Management
Question
• How do you ensure departments do not keep electronic files which are past their retention period? • How do you monitor network storage across your Council to ensure electronic files have not been retained outside their retention schedule? • How do you identify employees whose files take up the most space and analyze whether they are within their storage quotas? • How do you identify files that have been retained outside their retention periods • Does your Council use a file archiving solution? If so, please state the solution/product name • Does your Council use a file analysis solution? If so, please state the solution/product name • How does your Council manage large media files(large images files, videos files) on your network. • Do you allocate personal storage drives to employees? If so, please state the storage quota limit (e.g. 10-20GB).
Answer
• How do you ensure departments do not keep electronic files which are past their retention period? Retention Policy in place which Information Asset Owners are required to comply with. • How do you monitor network storage across your Council to ensure electronic files have not been retained outside their retention schedule? As above, it is for each Information Asset owner to monitor their own. • How do you identify employees whose files take up the most space and analyze whether they are within their storage quotas? As above. We do not have storage quotas. • How do you identify files that have been retained outside their retention periods As above • Does your Council use a file archiving solution? NO.If so, please state the solution/product name. • Does your Council use a file analysis solution? NO If so, please state the solution/product name • How does your Council manage large media files(large images files, videos files) on your network. n/a • Do you allocate personal storage drives to employees? If so, please state the storage quota limit (e.g. 10-20GB). No.