Mott Community College highly values the electronic data created by our Faculty, Staff and Students, and as such protects this data by creating backups. Backups are copies of the electronic data, that are kept for the purpose of restoring the original data in case of accidental deletion, hardware failure, corruption or disaster recovery. These backups are stored on devices/tapes referred to as the Storage Medium. The purpose of this document is to define the length of time the Storage Medium and the backups contained within are stored before being over written (reused) or destroyed. Depending on the type of data, the length of time to retain the backups will vary, the table below details Mott Community College's electronic data retention policy for varying data types:
|Email (Faculty/Staff only)||90 days|
|Datatel (DW/Application Servers/Databases)||1 year|
|File Shares/All other Data||6 months|
The college employs two medium types for backups, tape and disk. Disk based backups will be created and stored outside of Mott's primary data center at Mott's business continuity location*. Tape based backups will also be created at the continuity location, but will be stored in a third secure location.
Mott Community College is and has been creating backups of the college's electronic data, for as long as it has produced electronic data. This policy determines the length of time backups will be retained starting on May 15, 2011. Due to limitations in how data backups were created it is not possible to retroactively apply the same retention periods to all backups created before May 15th, 2011. In cases where data can be separated into the defined periods above, the media will be scheduled for reuse or destruction in conjunction with the schedule. All backup mediums which contain overlapping data types will be stored for the longest retention period of the overlapping types and then scheduled for destruction or medium reuse. Email backups created before April 25th, 2011 will be kept for 1 year from the date they are received/sent. All email backups created from April 26th 2011 going forward will be kept for 90 days.
Mott Community College has contracted a third party for email backups. While the individual medium types are not similar, any company that provides this service to Mott will meet or exceed our internal security and storage polices. They will also retain data in conjunction with the table above.
* When the business continuity site is fully established, until then an alternate location will be used.
Steve from accounting works on a monthly revenue work sheet. He creates this file
on 1st of every month and plans on keeping the document on file indefinitely.
Nancy from Humanities is working with a different community college. Nancy receives
weekly information on class loads to compare to corresponding classes at Mott.
Steven from registration inserts new students accounts into the Datatel system. These student accounts contain all the grades and financial data related for that student.