Under the Freedom of Information Act, can you please provide me with the following information :

1. How do you ensure departments do not keep electronic files which are past their retention period?
Each service is responsible for their own data retention on their systems and network drives. Assistant Directors are information asset owners who are responsible for the data within their area and how it is used

2. How do you monitor network storage across your Council to ensure electronic files have not been retained outside their retention schedule?
As Technology advances and new systems (or existing systems are upgraded) they tend to have retention built in to them which we are then able to assign documents to particular retention periods.

The IMT team will look at size of files/remaining storage space and run reports to check which Services are retaining data to work with them to check that material is still require to be held.

3. How do you identify employees whose files take up the most space and analyze whether they are within their storage quotas?
We use Software to determine large files. Storage quota's are monitored and cannot be exceeded

4. How do you identify files that have been retained outside their retention periods
This is the responsibility of the Assistant Directors as Asset owners

5. Does your Council use a file archiving solution? If so, please state the solution/product name
We do not use an electronic archiving solution.

6. Does your Council use a file analysis solution? If so, please state the solution/product name
Spacesniffer, TreeSize pro

7. How does your Council manage large media files(large images files, videos files) on your network.
Media files are stored and managed the same as other files

8. Do you allocate personal storage drives to employees? If so, please state the storage quota limit (e.g. 10-20GB).
All users have OneDrive for storing personal files, the quota is 5TB per users.