How to delete and clean up data from storage spaces

Who is responsible for deleting and cleaning up data?

The owner of a storage space (in group data storage for example, team leader) is responsible for ensuring and guiding the data cleanup. Users of the storage space are responsible for their own data. Responsible use of data and appropriate utilization of storage space are part of professional work practices and contribute to the efficiency of both one’s own work and that of others. 

Deleting data and cleaning up storage spaces

In general, all unnecessary work materials should be deleted as part of your regular tasks. Delete drafts, working versions and outdated materials when they are no longer needed. Save all files that need to be retained in group storage spaces. Read instructions for preserving data. Dedicate time for regular cleaning and archiving of important data with your team.

If you have personal files, such as your own photos that are unrelated to your work or studies, move them to an external service. Aalto University storage is not intended for storing personal files.

In addition to personal storage spaces, data in group storage spaces should also be cleaned regularly. Ensure that only necessary files are kept in group storage spaces.

How to clean up in a controlled way:

1. Define the objective and scope - Start by deciding what entity you are cleaning up (e.g., a project, team folder, or home directory). At the same time, determine the principles according to which information will be retained, archived, or deleted. A clear scope makes decision-making easier. 

2. Consider the retention periods defined in the Records Management Plan - Remember to take into account the retention periods specified in the Records Management Plan. Read more about the Records Management Plan (TOS) here. 

3. Use search and sorting - Organizing files by size, date, or file type makes cleanup easier. You can start the cleanup, for example, with the largest or oldest folders, materials that are subject to deletion rules (e.g., GDPR), or content whose purpose is unclear. 

Folder names can also help. For example, names such as “Temp,” “Scratch,” and “Transfer” may indicate outdated content, while “Archive” usually refers to material intended to be retained. 

4. Remove duplicates - Check whether the same information exists in multiple locations and remove unnecessary copies. 

5. Evaluate clarity and necessity - Consider whether you understand the content and its purpose, and whether others would understand it as well. If not, it can most likely be deleted. 

6. Handle uncertain files in a controlled way - Collect uncertain files into a single folder. Set a clear deadline for deleting the contents if no need for them arises. 

7. Finalize and document - Once decisions have been made, delete unnecessary data and archive the material that needs to be retained in the agreed location. If necessary, briefly record what has been deleted or moved and when. This makes future cleanup easier and improves traceability of information. 

Note! Many cloud tools offer built-in space management options. For example Microsoft OneDrive and Outlook (see page 2).

Considerations for data deletion

Due to the security settings and backups of storage spaces, deleting data will free up storage space with a delay. For example, in OneDrive and network drives, space is freed up only after a few months.

Cleaning up data before leaving Aalto

Before leaving Aalto, discuss the transfer of job-related data with your supervisor. There should not be any so-called dead data left at Aalto without a new owner. Ownership means being responsible for the data in terms of its deletion and archiving.

If a person has already left Aalto

Supervisors can delete unnecessary data. If there is no statutory, regulatory or contractual retention obligation, someone else's documents should not be kept just in case. The primary preparer is responsible for the maintenance of shared material.

All unnecessary or dead data must be deleted. This includes data that:

• is in a folder that no active account has access to.
• is accessible but no longer makes sense to anyone.
• is accessible but cannot be found, that is, no one knows where to look. For example, forgotten Teams, wiki workspaces, or network drives (not mapped by anyone).

What if the data was important?

Important data should be retained in the system or network drive specified in the Records Management Plan TOS, and the retention period should be clear to others. Storing on a network drive requires an owner as well as precise records of retention periods and obligations.

If important data has been deleted, files can usually be recovered, for example, from the recycle bin or backups, depending on where the data was originally located.

Read instructions for recovering files:

Restoring a file (Windows, Mac, Linux)

Files located on Aalto's network drives can be recovered from ‘snapshot’ copies or long-term backups. Snapshot copies can be restored by the user within 60 days. Long-term backups are stored separately and can be restored upon request (contact IT Service Desk at servicedesk@aalto.fi).

Instructions for file backup:

File backup (Network drives)

From cloud storage services, users can recover files from the recycle bin of the service. For example, OneDrive has a tiered recycle bin for deleted data. Aalto University does not currently have long-term backups for cloud storage services. Therefore, cloud storage is not suitable for important files that need to be retained.