Backup Schedule

Servers maintained by Information Technology Services at Pomona College are backed up on the following schedule: Eight (8) weeks of retained data with daily and weekly full backups

Data Retention Protocols

Employees: When a faculty or staff employee leaves the College and their former account is deactivated per the Pomona College Accounts Policy (Accounts Policy), the account and all associated data (such as files and/or e-mail associated with that former employee’s account) normally will be retained for four (4) weeks after deactivation and then automatically deleted. The former employee’s supervisor, the appropriate Vice President or Human Resources may request an extension to the retention period, in writing, prior to the end of the four-week period after the employee has left the College.

Students: Accounts deactivated per the Accounts Policy will be retained for four (4) weeks after deactivation before the account and all associated data such as files and/or e-mail are deleted. Students transitioning to alumni status may retain access to some IT-provided services as provided for by the College.

Sponsored Accounts: When a sponsored account is no longer required or the account has reached its expiration time (sponsored accounts are defined in the Accounts Policy), the data generated by that account will be retained on the same schedule as regular employee accounts. Furthermore, the sponsor, the appropriate Vice President or Human Resources may request an extension to the retention period, in writing, prior to the end of the four-week period after the sponsored account is deactivated.

Data maintained on College administrative or learning management systems, such as the Human Resources Information System (HRIS), Finance, Student Information System (SIS), Document Management System, and others may be permanently retained at the discretion of a department or division for such department or division’s area of accountability.

Legal Holds: From time-to-time, the College may issue subject-matter specific memoranda (“Legal Holds”) detailing additional and/or different retention requirements due to pending or threatened litigation, pending or threatened audits, or similar events. Such Legal Holds must be strictly followed, and their provisions supersede any contrary provisions of this Policy.