Clean-up procedure
The following was communicated to all workspace Accountables on 20 September 2024.
The procedure described may be subject to change.
As workspace Accountable or Privileged member you are responsible for managing workspace resources, including the cleanup or archival of workspaces that are no longer in use. Unfortunately, we are seeing a steady increase of unused resources. In order to reduce both costs and carbon footprint, we are going to perform automated large-scale clean-ups of these unused resources from now on for all Radboudumc workspaces.
What will be cleaned up?
All workspaces and virtual machines that have not been accessed/started for more than 3 months will be labelled as ‘inactive’. When a workspace is labelled as ‘inactive’, the Accountable and Privileged members of this workspace will be notified. Workspaces labelled ‘inactive’ for more than 1 month become eligible for automated archival. This archiving process will result in the permanent deletion of virtual machines (including their C-drive!) as well as a move of the workspace data to archive storage. Archived workspace data will be stored for at least 10 years, and can be retrieved during this period if necessary.
What can I do?
If you want to keep using your workspace, all you need to do is log in to the DRE and either go to the files tab of your workspace or start a virtual machine before the workspace or virtual machine is archived. If your workspace can be removed, please request its removal via the form* on the myDRE support website. If you prefer to have your workspace archived, please fill in the archiving form*.
I am not the Accountable for this/these workspace(s)
When the Accountable role was first introduced, this role was assigned to the first person on the list of owners for existing workspaces. In some cases, this may not have been the right person to have this role. If you are the Accountable of a workspace, and feel that you should not be, please fill in the ‘change Accountable’ form* and indicate who should be given this role. Note that this person needs to be a Privileged member at the moment the switch is made.
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If you have any questions regarding this clean-up policy, please contact us at datastewardship.im@radboudumc.nl.
Kind regards,
Radboudumc DRE support
* Please log in with your mydre.org support account to access these urls:
Delete workspace: https://support.mydre.org/portal/en/newticket?departmentId=56391000000408327&layoutId=56391000000741321
Request workspace archival: https://support.mydre.org/portal/en/newticket?departmentId=56391000000408327&layoutId=56391000016958329
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