Spectrum Protect is a service provider for off-site data backup and recovery services, which are managed by Division of IT (DoIT). The following information describes the standard data retention policies currently in place for any DoIT provided services involving data backups.
Retention Policies for Active Files
- Data retention is based on two simultaneous factors, whereas the following variables simultaneously apply:
- Active data is retained as long as the associated data’s server remains active.
- And up to the most recent 5 file versions are retained as long as versions are 90 days old or less. Versions older than 90 days are deleted, except when it is the last file version; the last file version is retained until the associated data’s server remains active.
- Using the above criteria, these are illustrative examples based on the frequency of data file changes:
- Daily file changes – Today is January 12. You have had several years’ worth of data. File changes are made daily. In this example, your backups will only include the last 5 versions dated 1/11, 1/10, 1/9, 1/8, and 1/7.
- Bi-Monthly file changes – Today is January 2. You have had 12 months’ worth of data, and there have been 24 file versions during this time (a bi-monthly saving schedule occurring on the 1st and the 15th each month). Your backups will include 3 months’ worth of file versions, which is the 5 most recent versions to occur during this period. Version dates include 1/1, 12/15, 12/1, 11/15, and 11/1.
- Monthly file changes – Today is January 1. You have had 12 months’ worth of data. There have been 12 file versions during this time (one new version occurring on the 15th of each month). Your backups will only include 3 months’ worth of file versions, which in this case is the three most recent monthly versions. Version dates include 12/15, 11/15, and 10/15 because anything older than 90 days is not retained.
- Infrequent/Annual file changes – Today is January 1, 2023. You have had over 10 years’ worth of data. Changes are seldom made but do occur at most once a year. In this example, file changes occurred on 9/20/22, 8/31/21, 9/15/20, 9/1/19, 8/15/18, etc. Because of the infrequent changes, your backups will only include the 9/20/22 file because it is the most recently saved version despite it being over 90 days old.
Retention Policy for Inactive (Deleted) Files
- Inactive data files are retained for only 90 days and are permanently deleted thereafter.
Contact
For any inquiries, please contact DoIT-ServiceManagement@csulb.edu.