Backup and Retention Policy

Faculty and staff in the College of Liberal Arts have access to several different systems to store and protect their mission critical data. The backup and retention of data for each of these systems is defined in this policy.


Austin Disk - EID share

Individual faculty and staff in the college may have an 'EID share' for the storage of personal files, that is accessible at:

Windows: \\austin.utexas.edu\disk\eid
Mac OSX: https://webdav.austin.utexas.edu/eid

Austin Disk is a service that is managed by central ITS, and as such, the policies for backup, retention, and recovery are set by ITS.

  • Backup: Backups occur three times per day, roughly before business hours, around noon, and again after business hours.
  • Retention: Backups are retained for 14 days. Faculty or staff who have separated from the College of Liberal Arts will have their EID share and backups retained for 14 days from their day of separation.
  • Recovery: Recovering Files in Austin Disk Storage; users may request assistance in restoring files by contacting their local technical support staff

Austin Disk - LA share

Each unit in the college has a folder on the 'LA' share that is for the use of administrative staff, that is accessible at:

Windows: \\austin.utexas.edu\disk\LA
Mac OSX: https://webdav.austin.utexas.edu/LA

Austin Disk is a service that is managed by central ITS, and as such, the policies for backup, retention, and recovery are set by ITS.

  • Backup: Backups occur three times per day, roughly before business hours, around noon, and again after business hours.
  • Retention: Backups are retained for 14 days
  • Recovery: Recovering Files in Austin Disk Storage; users may request assistance in restoring files by contacting their local technical support staff

Crashplan Pro - faculty and staff computers

Liberal Arts faculty and staff are provided with the option to use Crashplan Pro to backup their University-owned desktop or laptop computer.
  • Backup: Backups occur at regular 15 minute intervals when the computer is on and connected to a network connection. All data on the primary partition (c:\ drive or /) is backed up.
  • Retention:
    • get a new version of the file every 15 minutes (if available), and keep them for a week
    • keep one version from each of the last 90 days
    • keep one version from each week of the last year
    • keep one version from each month of previous years
    • remove deleted files after 6 months
    • faculty or staff who have separated from the College of Liberal Arts will have their backups retained for 14 days from their day of separation.
  • Recovery: Files can be recovered by:
    • using the locally installed client on your desktop or laptop
    • using the Crashplan web administration console
    • requesting a restore from your technical support staff

Liberal Arts ITS-managed Servers

Liberal Arts ITS backs up critical server systems using IBM's Tivoli Storage Manger. We implement a 'disk-to-tape' strategy for our backup system--data is first backed up to several large RAID storage systems, then migrated to a primary automated tape robot system.

A copy of the data on the tape system is migrated to a secondary automated tape robot system, and rotated to an offsite location two times a year (in January and July).

  • Backup: All server systems are backed up nightly.
  • Retention:
    • File and Database Servers - file.laits.utexas.edu, boris.dla.utexas.edu, grg-nas.austin.utexas.edu, ica-file.la.utexas.edu, mysql.laits.utexas.edu
      • keep the most recent version of any existing file indefinitely
      • keep the last 3 versions of file for 14 days
      • when file is deleted, retain 1 copy for 90 days
      • Note: personal media files (such as audio or video) are excluded from backups in user home directories. Exceptions may be requested.
    • AVServer (Liberal Arts ITS Media Production Server)
      • keep the most recent version of any existing file indefinitely
      • keep the last 3 versions of file for 7 days
      • when file is deleted, retain 1 copy for 7 days
    • All Other Servers
      • keep the most recent version of any existing file indefinitely
      • keep the last 3 versions of file for 30 days
      • when file is deleted, retain 1 copy for 90 days
  • Recovery: Users should contact support@la.utexas.edu to request file recovery for servers on Liberal Arts ITS-managed servers