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		Purdue University Student Services Technology & Assessment Schleman Hall, Rm. 204 475 Stadium Mall Dr. West Lafayette, IN 47907-2050 Phone: (765) 494-3175 Fax: (765) 496-1109 Email: ssta@purdue.edu

WORKSTATION TECHNOLOGY - Procedures for Network Drive Space Management

In order to support the SSTA Policy for Network Drive Space Management, SSTA will perform the following procedures when action is needed per Policy:

The SSTA procedure for the policy of “Monitor usage and chart trends of Networked Disk Space usage . . . ” consists of:

Taking an accurate measurement on the morning of the first Business Day each month of the monitored spaces usage.

For the S-drive, measure both total and departmental usage.
For the H-drive, measure total usage.

Tracking that measurement so Trend Charts can be produced and monitored by SSTA management.
Management providing an alert to an SSTA staff member when policy has determined that file housekeeping procedures need to be implemented.

The SSTA procedures for the policy of “Initiate file housekeeping procedures” consist of:
1. For Individual Home Drives: (H:)
  1. For the “annual cleanup” basis:
    1. Request via the coordinators that ALL users review their H: usage in order to delete or archive all appropriate files or folders.
    2. The user archival process is located at: http://www.purdue.edu/SSTA/workstationtechnology/deptcoord/network/archiveprocess.php
  2. For the “target threshold is met” basis:
    1. Run the H: analysis to determine usage by user and identify the top users of space.
    2. Request via the coordinators that these TARGETED users review their H: usage in order to delete or archive all appropriate files or folders.
  3. Run an H: analysis to determine the presence of questionable files.
  4. Work with the coordinators to determine the disposition of questionable file types for individual home directories. Examples of questionable file types are: Audio (MP3, WMA), Photo (JPG), Video (MPG, AVI), etc.
  5. Measure the amount of space recovered.
2. For Departmental Shared Drive: (S:)
  1. Request via the coordinators that each user department review their S: folders in order to delete or archive all appropriate folders and files.
  2. Run an S: analysis to determine the presence of questionable files.
  3. Work with the coordinators to determine the disposition of questionable file types for departmental shared drives.
  4. Measure the amount of space recovered.
3. For Departmental Exchange Folders: (N:)
  1. Determine if enough space has been utilized to warrant running this process.
  2. Notify Coordinators in advance that the Department Exchange Folders will be cleaned out.
  3. Run our process to delete all files in these temporary use folders.
The procedure for the policy of “Consider cordoning off high usage or high growth departments . . . ” consists of:
1. Identifying high usage and high growth departments on the Shared Drive.
2. Contacting identified departments and work with them to determine if a project or business environment change has occurred.
3. Determining if this change merits an isolated disk space.
4. Determining the incremental cost to isolate this disk space.
5. Determining the cost/benefit and decision of the isolation.
The procedure for the policy of “Verify whether additional space is warranted” consists of:
1. Contacting departments to resolve issues identified during the “filehousekeeping” procedure.
2. Making recommendations beyond our standard “file housekeeping” procedures to conserve online disk space.
3. Determining that all appropriate measures to conserve disk space have been utilize
4. Contacting Departments to determine if higher that normal growth is anticipated and its incremental amount.
5. Determining the previous year’s growth patterns and projecting usage needs for the coming year.
6. Determining the amount and type of additional disk space that is warranted.
The procedure for the policy of “When we are confident that additional space is warranted; determine the cost and initiate the request . . . ” consists of:
1. Determining with VPSS the appropriate way to pay for the additional space.
2. Notifying appropriate areas of the cost and impact.
3. Acquiring appropriate account numbers to be charged.
4. Completing an ITaP “Request for Services” for the appropriate disk space.
5. Ensure that this new disk space is integrated into our desktop environment.



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