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Document storage and available drive space on the Administrative Computing Network

This document is sent to new users by email.

During routine assessment of the current storage available to users of the Administrative Computing Network (ACN), it has been noted that there is currently an increase in the number of files stored that do not meet UIS's recommendations. Extraneous files result in a shortage of space on the ACN file servers, and storing inappropriate files can be grounds for disciplinary action. These are both results we would wish to avoid.

In order to reclaim space and prevent the system becoming unavailable to users, and to help ensure that only appropriate files are present on the ACN, we ask that users check the contents of all the drives to which they have access and remove any and all extraneous or inappropriate files. These would include, but not be limited to:

  • Copies of files held in other locations 

  • Files that are no longer in use and no longer required 

  • Files of a personal nature, such as pictures and movies of family, pets or sports 
events 

  • Any unauthorised software, downloaded files or email attachments that are not 
approved as part of the MISD environment


Next, users should check the contents of their profiles: in this instance, please remove any unnecessary items from the PC desktop, using the same criteria as above. Also, users can empty various folders [another part of the user profile] by running Internet Explorer, selecting Internet Options... from the Tools menu clicking on Delete... and then choose items as necessary (i.e. ‘Temporary Internet files’, ‘Cookies’, ‘History’, etc). Both of these maintenance tasks will reduce the size of the user profile, freeing space on the server, and improving response times for log in and log out. 


Finally, users should remove any files they may have stored on their PCs' C: drive: these local drives should not be used by users and are not included in any back-up process. Should there be a fault with either these files, or the PC on which they are stored, they will not be recoverable. Files should always be stored on a network drive.


It is a good idea for users to regularly purge the contents of their directories of unnecessary files, and to maintain a regular regimen of house-keeping, to alleviate this problem for the future.

If there are any queries concerning this procedure, please contact the .