This article is for Pacific University employees who process Colleague reports that create temporary files in the public HOLD file directory. The article describes our policy for purging these temporary files.
Definitions
Public HOLD file directory - Many processes that Colleague users run create temporary files and reports. These temporary files are stored on the Colleague application server in a directory that is accessable by all Colleague UI users called the Public HOLD File Directory.
Policy/Procedure
Many Colleague processes that users run create temporary files and reports in a public HOLD directory. It is considered standard practice for schools to regularly trim old files from this directory, both to maintain high performance for all users, and to reduce data security risks (because of the sensitive data these files and reports often contain).
Effective July 1, 2023, UIS Enterprise Data Systems implemented quarterly cleaning of Colleague's public HOLD directory . All files created more than 90 days prior to the first day of the fiscal quarter will be permanently deleted from this public HOLD directory.
To download any files or reports in the HOLD directory that you may need to archive for a longer period, Please see this Ellucian documentation on using the FLDL screen in Colleague. When deciding where to store such files, please consider carefully what kind of data they contain, and exercise special care if they contain any data considered protected for privacy or regulatory purposes. Our services portal has an article on file storage options.
For those individuals and departments that use group-owned or private folders in Colleague HOLD, those folders will not be subject to this periodic cleanup.
See Also
134235 -File Storage Options
Using the FLDL screen in Colleague
Questions?
Contact Support