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This data retention policy covers all shared systems providing services to NCSA staff or customers. Currently, these are the systems operated by the Integrated Cyber-Infrastructure directorate at the NCSA. More specific system data retention policies and contracts/agreements can supplant this default policy. 

Data Types

There are 5 six major types of data ICI is responsible for at NCSAconsidered: Staff, User, Project, Log, Temporary, & Business data. 

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Staff data are information on these shared systems operated by ICI, which they people are given access to by virtue of being a staff member at the NCSA. Examples include AFS home directories, laptop/workstation backups, user space on the file server, personal spaces on the wiki, and list archives for lists that staff person owns.

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User data are information on these shared systems operated by ICI , which people are given access to by virtue of having an allocation on an NCSA operated system. Examples include home directories on HPCsclusters, personal directories on storage services, and other storage that is given to users who are not necessarily sponsored guests or staff.

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Project data are information on these shared systems operated by ICI , which are shared by a project and should persist beyond any one person leaving that project. Examples include web server spaces in AFS, project spaces on HPCs clusters or data servicesarchives, group or project folders on the file server, project wiki spaces, and project email list archives.

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Logs and accounting data are metadata generated by these shared systems operated by ICI to assist in the maintenance, operation, and accounting of those systems. These include system and network logs, allocation usage, security alerts, failure notices, and moreetc.

Temporary Data

Temporary data can be generated or created by users in special folders for the express purpose of short term use. Examples include scratch spaces on HPCsclusters, temporary and swap folders used by operating systems, and data staging areas used to transfer data to another system or person.

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Business data are financial, contract, personnel or other data required by the administrative staff at NCSA to do their daily job. This data may rest on endpoints managed by ICI, or ICI managed centrally managed workstations or laptops, file servers, wikis, or backups. Business data sitting on non-NCSA University systems are not considered here.

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Business data are kept as long as required by law or University policy, and this differs for each kind of contract, personal and financial data. ICI works NCSA system operators with the proper administrative unit(s) to support their requirements for data retention.

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As a unit of the University of Illinois at Urbana-Champaign, we must abide by the University's policies regarding privacy, which includes the Web Privacy Notice on UIUC webpagesweb pages.

Any data may be accessed in the course of a security incident or to provide for the operation of services, e.g., troubleshooting system issues. However, efforts are made to notify users or staff if their home directories are accessed in the process of providing support for our daily operations.

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Exception to the privacy provisions, however, must be approved by the ICI advisory board, and requests should be sent to the ICI directorInformation Infrastructure Board.