Electronic Data Backup and Retention
This document summarizes the categories of electronic information managed and/or stored by Information Technology (IT).
Administrative Computing
Servers
Data that reside on Unix servers are backed up nightly. Each week a complete backup set of enterprise data is moved to a secure secondary site. One full backup set per month is retained for twelve months.
Administrative data and web services that reside on Windows and Macintosh servers are backed up nightly. Each week a complete backup set is moved to a secure secondary site and retained for a year.
Desktop and laptop computers used by administrative staff
Specific files on administrative staff computers are backed up continuously, and stored encrypted. Versions of backed up files are retained for a rolling window of one year. Deleted files are removed from backups after 90 days. When an employee departs the college, their backups are retained for 90 days.
Academic Computing
Servers
Data that cannot be recreated from other systems are backed up nightly. Each week a complete backup set is moved to a secure secondary site and retained for one year.
Desktop and laptop computers
Specific files on faculty and academic staff computers are backed up continuously, and stored encrypted. Versions of backed up files are retained for a rolling window of one year. Deleted files are removed from backups after 90 days. When an employee departs the college, their backups are retained for 90 days.
IT does not systematically back up student computers. However, IT offers assistance to students to help them back up data to secure cloud storage, academic servers, and devices such as removable hard drives.
Computers in departmental computing laboratories, classrooms, and IRCs
IT does not back up these platforms. Information left on IRC computers is preserved for two weeks and then erased. Data placed on departmental lab computers and computers located in classrooms (for use with projectors) are not systematically backed up by IT.Campus-wide Computing
Electronic mail
Reed email messages are backed up using Google Vault. Deleted messages are retained for 90 days.
Reed Google Drive, Groups, Meet
Reed Google Docs, Sheets, Slides, Groups, and Meet data are backed up using Google Vault. Deleted files are retained for 90 days.
Computers in Shop
Data on computers being repaired, upgraded, or replaced may be backed up for short periods of time (2-6 weeks).
updated 3/4/2020; updated 11/15/2022.