This guide outlines the responsibilities of users and Information Technology Services (ITS) to prevent accidental data loss during computer equipment servicing.
Safeguarding Data
Data loss prevention starts with you. Ensure all your data is backed up to OneDrive before requesting device servicing or replacement by ITS.
All SVSU users should be familiar with the End-User Cloud Storage Policy, as it states OneDrive is the only approved cloud storage solution at SVSU, as well as the External Storage Media Encryption and Disposal procedures to ensure data is safe and secure at all times.
How to Back up Data Files to OneDrive
Refer to the OneDrive for Business Help knowledge article for detailed instructions on using OneDrive, including the Files on Demand feature to simplify your backup process.
Using the Files on Demand feature in the OneDrive client allows users to easily back up their Documents, Desktop, and Picture folders in their OneDrive account. Any data stored in other locations on the local drive must be saved inside one of the aforementioned folders or backed up by the user to another secure/encrypted medium.
Don't forget to Backup your Favorites or Bookmarks to your desktop or documents folders.
Communication and Acknowledgements PRIOR to Technical Service
Before ITS removes or services your equipment, you will receive an authorization email from the ticketing system. This will serve as the communication between ITS and the user; to capture authorization to service equipment outside the presence of the user.
The user MUST electronically acknowledge two important requirements:
- The user confirms their data is fully backed up to OneDrive.
- The user releases ITS from liability of any potential data loss, so that the system can be serviced.
Restoring or Accessing User Data
While ITS will do everything necessary to resolve device and software issues, ITS will not be responsible for any data loss resulting from corrupted or compromised data, equipment failure, software failures, or when having to install a new image on a device. Since the user is responsible for backing up their data, ITS will not be responsible for restoring user data on the device. If the data is backed up to OneDrive, there is no need to copy data files between systems.
Restoring or accessing data files can be accomplished by the user by logging into their OneDrive client on a computer system. The user can choose to synchronize specific files and folders under the Files on Demand option, or leave them stored in the OneDrive account in the cloud. When using the OneDrive client, folders and files appear accessible on the device just like they would on a mapped network drive.
Equipment Disposal and Drive Sanitization
Replaced or unrepairable devices will be held for a 30-day hold prior to equipment disposal.. The 30-day hold should give the user ample time to discern if they are able to access all of their data from OneDrive. It is the responsibility of the user to contact ITS about missing data files prior the end of that 30 day period. After 30 days, ITS will perform a secure data wipe of the drive prior to putting into surplus or recycling.
No data is recoverable once a secure data wipe is performed!