Managing redundant, unstructured data

The following video has been created primarily for eSolutions staff who are involved in data storage management activities. However, the video may also be of interest to other professional groups across the University, who are involved in research or corporate data information practices.

The video is approximately 7 minutes in length and has been designed as a educational/training tool. It sets out to explain the rationale for the 'Three Point Policy' for the management of redundant data, as well as explain what each step of the policy involves.

Three Point Policy - Transcript

Three Point Policy

If the following criteria are met;

  • Data has not been accessed in three (3) years plus AND
  • Data has no current owner or the nominated owner no longer has an active Monash account AND
  • Data is not of permanent value,

then it will be automatically MOVED to COLD storage by our Data Management team. A note or link will be inserted at the previous location of the data to indicate how it can be accessed and a record of the process will be created to retain evidence of what was moved, when and where to. Once in cold storage, Records and Archives staff will review and sentence the data formally recording the minimum period it need to be retained.

Records Management key terms

Retention period: The minimum period that records must be kept before they can be legally destroyed.  

Sentencing: When you match the information being captured in the documentation against a specific records authority class as outlined in the University Retention and Disposal Authority (RDA)

Legislative: Records created by the University are subject to a number of various legislative Acts.

Useful links