Information & Technology Department.

Network Storage and Data Management Policy

TABLE OF CONTENTS
5. STATEMENT OF POLICY
6. DATA FOLDER MANAGEMENT........................................................#
6.1.............................................................................. FOLDER
6.1.3. PERSONAL DATA FOLDER
6.2........................................................................DATA FOLDER
6.2.1. DATA FOLDER;
6.2.2.SERVER (SHARED) FOLDERS;
6.2.3.DEPARTMENTAL (SHARED) FOLDERS;
6.2.4.COMMON FOLDER;
7. BEST PRACTICE GUIDELINES
7.1..........................................................USER DATA GUIDELINES:
7.2................................................NETWORK STORAGE GUIDELINES:

This policy covers management of data that is owned or acquired by the ABPT and
also, primarily addresses data structured to provide centralized network file
storage, sharing and backup services to individuals and departments with
integrity and availability of information across the ABPT. Which cover only the
centralized computer systems and servers controlled and operated by the ABPT IT
department.

2. Purpose
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November 18, 2013

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Information & Technology Department.

Network Storage and Data Management Policy

The purpose of this policy and guidelines document is to improve the integrity,
management, storage, transmission, acceptable usage, availability and security of the
ABPT Business data. It also provides instructions and safeguards for managing data to
ensure that necessary controls are in place to protect data in the event of a hardware
failure, accidental deletion or unauthorized changes.
The scope of this policy document is for the data element which applies to all USERS of
all business units of ABPT Co Ltd. who use IT Storage Server connected to the ABPT
network or who process or store information. This Policy comes in force effective
approval date, applicable to all divisions and companies within ABPT
The audience of this document is all associates of ABPT Co. Ltd. Who uses centralized
network file storage, Business shared Data over the ABPT Network.
1. Storing all sensitive information, including protected Business Data (BD) on the
network server.
2. It should be noted that Servers are the ONLY computers that are backed up by the IT
Operations department. Generally, all Business data and information on computers
should be saved only on the Storage Server - whose data is backed-up periodically.
3. All networked PCs will use the designated drives on the server. Under no circumstances
Business data should be stored on the local drives or Desktop of PCs.
4. Data stored anywhere else (eg on a PC's hard disk, Desktop or My Document
Folder) will NOT be backed-up by these procedures. in such a case any data not
stored on the Storage servers will be lost if the medium it is stored on is lost or
damaged or otherwise made unreadable
5. Shared network folders may be requested by the department Manager.
6. Copying critical Business data on a regular basis to a Shared network folder Storage
Server that is properly backed up by the ABPT-ITD.
7. Shared folders are not to be used by individuals to store personal or private
information which is not related to the Business.
8. Shared folders are only permitted on network servers; shared folders on individual
computers are not permitted.
9.

All users are responsible for arranging adequate for the data stored on their PC
assigned to them IT Dept.

Version

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Issue Date

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File Name:

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Information & Technology Department.

Network Storage and Data Management Policy

6. Data Folder Management

6.1. User Data Folder:

User Data folders are configured on D: drive of Your PC hard disk in the following
folder: Business Data Folder; Outlook PST Folder (Email Folder) & Personal Data.
Folders to Manage User Data

Business Data Folder;

Outlook PST Folder ( Email Folder)
Personal Data Folder

User Data Folder stored on Desktop, My Documents and C: Driver may loss due to
MS-Windows operating System Corrupted or fails with little or no warning resulting in
major Data loss.
Recovering your PC data can be very difficult and time-consuming, and sometimes
impossible. Please note that ITD can never guarantee recovery of data loss in your PC.

6.1.1. The Business Data Folder

BUSINESS DATA is a very important and special folder. In a standard ABPT
PC, the BUSINESS DATA folder is configured on D: drive. All your data should
be saved there and not anywhere else because:
1. In case your system crashes and need to be rebuilt, only the files in
BUSINESS DATA will be rescued.
2. If IT Support staff need to work on your PC (upgrades, fixes, etc.), they will
consider protecting ONLY the data in your BUSINESS DATA folder.
3. If you have Excel, Word, etc. files stored in other folders, move the folders to
the BUSINESS DATA folder or the server folders.

6.1.2. The Outlook PST Folder

OUTLOOK PST FOLDER is a very important special folder configured on D:
drive. All your Email, offline email folder and email archives should be saved
there.

6.1.3. The Personal Data Folder

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Issue Date

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File Name:

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Information & Technology Department.

Network Storage and Data Management Policy

All users are responsible their Personal data before updating or upgrading
software on their computer.
The individual user is responsible for backup of PERSONAL DATA of their own
computer.

6.2. Network Shared Data Folder;

All Critical business data should be stored in departmental folders on the ABPT Storage
Server are assumed to be the property of ABPT and Protected from compromise.
Users connected to LAN will be allocated storage area on a network server. This
storage area will be usually a separate drive and, maintained by system administrator.
This drive will contain folders or directories by the same name of system, Files can be
copied from the user computer to this folder.
Copyrighted and non-licensed materials are not allowed on these servers. This includes
all forms of multi-media data, particularly music and video files.
Data on these servers are backed up regularly however user folders are assumed to be
the property of the user it is the responsibility of the user to store copy files on the
personal workstation.

Some of the Network Shared Folder

Departmental (Shared) Folders;

User Business Data Folder
Server (Shared) Folders;
Common Folder;

6.2.1. Departmental (Shared) Folder:

As the names implies, all associates in your division can access this folder, read,
or create new folders in it. You can create a folder and then restrict access to
specific team members.

6.2.2. The User Business Data Folder

Saving your PC files on a server hard drive or folder will enable you to retrieve
them in case your PC hard disk crashes or if you delete a file by mistake. In
case your system crashes and need to be rebuilt, only the files in BUSINESS
DATA will be restored from Storage Server.

6.2.3. Shared folder

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Issue Date

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File Name:

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Information & Technology Department.

Network Storage and Data Management Policy

A cross divisional group of associates can access this type of folder. To open a
folder in this drive call the help desk and open a ticket. Specify the name of the
folder, the owner, and who will access it.

6.2.4. Common Folder

Everyone in the company can access this folder. In HO, for example, every
associate in HO can read and write to this folder.

This folder, however, is

deleted completely at each month end. Files intended for long time sharing
should be stored in the Department or Projects Shared.

7. Best Practice Guidelines

7.1. User Data Guidelines

7.1.1. If you are working on your PC and suddenly a file or some data is lost, STOP
IMMEDIATELY. DO NOT strike any more keys on your PC; there might be ways of
retrieving lost data, even though it may seem to have disappeared.
7.1.2. Call the help desk immediately and they will try to recover what you seem to have
lost.
7.1.3. Helpdesk can never guarantee data recovery but can try best effort to do so.
7.1.4. To avoid data loss kindly follow the guidelines provide by the IT Department

7.2. Network Storage Guidelines

7.2.1. Employees may use the ABPT network storage system for reasons related to
business. (In normal circumstances, Business Data must be stored within the
appropriate Folder system (e.g. USER-FOLDER, BUSINESS DATA, SHARED
DATA) on network drive; it must not be stored on the C drive, Desktop and My
Document of any machine.
7.2.2. All files created and stored on the ABPT network storage system, including back-up
copies, remain the property of the ABPT and are not to be considered private.
7.2.3. Department users are required to store all data, information or files that are created
or managed as part of their work function on the departmental share Folders.

Version

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Issue Date

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File Name:

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Information & Technology Department.

Network Storage and Data Management Policy

7.2.4. Only business related data and files can be stored on Network Storage Server. The
ABP-ITD assumes no responsibility for the loss, protection or restoration of personal
data.
7.2.5. Materials that are subject to a copyright where the ABPT or user does not have a
license for such materials should not be stored on network storage system..
7.2.6. Files and folders should be named appropriately and uniquely for ease of
management and discovery.
7.2.7. If individual or departmental needs arise for storage for legitimate business needs,
your designated IT Support should be contacted to assist with the request.

7.2.8.

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File Name:

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