Data Storage and Backup
A backup is a second copy of all your important files. Rather than storing it all in one place you should keep an additional copy someplace safe.
You should always have frequent and regular backups of your computer and any external media which contains important and unique data. Keep in mind, it is impossible to recover accidentally deleted data from an solid state drive (SSD) after the "trash" has been emptied. Also, an SSD can fail at any time without any warning signs.
WHY DO I NEED TO BACKUP?
Backups are way more important today than ever before. Did you know that a large number of people lose their important files every day? Just think, one small event like a phishing scam, a virus, or accidentally dropping your laptop, can destroy important information saved on your machine.
Some facts from worldbackupday.com:
- 30% of all users have never backed up their files
- 29% of all disasters are caused by accident
- 1 in 10 computers are infected with a virus each month.
8 Fail-safe Ways to Back Up Your Data:
- Back up data using cloud storage such as Google or network drives.
- Copy files to a USB stick. USB drives are inexpensive with various storage space and easy to come by.
- Use an external hard drive.
- Email files to yourself.
- Print out physical copies.
- Invest in a Network Attached Storage (NAS) device.
- Use the Time Machine (Mac) or EaseUS, Acronis Backup (for PC)
- Subscribe to a backup service.
- Burn it to a CD or DVD.
Best to use network shares and Google drive and use external hard-drives/flash drives as a secondary solution. If a user accidentally deletes a file from their network share or Google drive, there are ways to recover it. However, if a user accidentally deletes a file off an external drive, it might be gone for good. If a user has sensitive data and they lose the external drive, someone else might get access to the sensitive data if they find the drive and it isn't encrypted. So make sure your backup to an external is encrypted.
DATA STORAGE & BACKUP RESOURCES
PERSONAL NETWORK STORAGE: H DRIVE
The "H Drive" provides an initial 5 GB of network storage space used by staff, and faculty. You can request this storage option and more storage by contacting the Help Desk or submitting a request through IT SELF SERVICE - TeamDynamix. Mac H DRIVE and Windows H DRIVE.
ITS does incremental backups of the H Drive. This means that we take the deltas for the data based on the backup schedule and add those to the backup files system nightly. We keep 3 active copies of any file- i.e. if you have a word document that you modified each day for a few days, we would have the current file, and the previous 2 incremental versions. When a file is deleted from a server, it gets tagged as deleted in the backup system. A clock then starts and after 90 days, the file is permanently deleted from the backup system. If you need a file recovered, contact the ITS Help Desk as soon as possible.
DEPARTMENT NETWORK STORAGE: S DRIVE (bushare.binghamton.edu\departmentdrivename)
Departments can request an “S Drive” to store and share departmental files with staff/faculty in a specific department. You can request this storage option by contacting the Help Desk or submitting a request through IT SELF SERVICE - TeamDynamix. Mac S DRIVE and Windows S DRIVE.
ITS does incremental backups of the S Drive. This means that we take the deltas for the data based on the backup schedule and add those to the backup files system nightly. We keep 3 active copies of any file- i.e. if you have a word document that you modified each day for a few days, we would have the current file, and the previous 2 incremental versions. When a file is deleted from a server, it gets tagged as deleted in the backup system. A clock then starts and after 90 days, the file is permanently deleted from the backup system. If you need a file recovered, contact the ITS Help Desk as soon as possible.
Student Network Storage ( \\ushares.bu.binghamton.edu )
Information Technology Services provides students with 5GB of Ushare network storage. UShare storage is created for ALL registered students and will remain until the student graduates or leaves the University. This storage is ideal for students who are working with data tiles that require faster input/output for image manipulation, graphics, CAD Systems, etc.
There is no longer a need for faculty to request UShares for an entire class or by individual students who need local network storage for working with larger sized files. Faculty members who need a UShare can make a request.
All students, faculty and staff have the option of using Google Drive (included with Google Apps), which offers cloud storage. Google Drive is a convenient option available to Binghamton University as a collaboration and backup tool. Go to the Google Apps page for more information.
Download the Drive for Desktop application from Google's website: https://www.google.com/drive/download.
Install the application once it is downloaded.
Run the program, sign in with your B-Mail account (firstname.lastname@example.org), and follow the on-screen guide to complete the process.
MORE INFORMATION and help can be found on our IT Self Service Knowledge Base: Google Drive Assistance Request
USING GOOGLE DRIVE FILE STREAM
Using Google Drive File Stream in the Binghamton Public Computing Labs (macOS)
Google Drive File Stream has been added to the public computers. This leverages the unlimited storage for Binghamton University students on Google. Google Drive File Stream mounts on the desktop and provides access from any web-connected device.
To start Google Drive File Stream MAC:
- Click on the Google Drive File Stream icon in the Dock to start the application.
- Login using your Binghamton University email credentials.
- Google Drive File Stream will mount on the Desktop.
- Double-Click on the icon to access your files and folders.
- Users should be sure to log out of Google Drive File Stream to protect your files and information.
Using Google Drive File Stream in the Binghamton Public Computing Labs (Windows)
Google Drive File Stream has been added to the public computers in the Binghamton Public Computer Labs and Classrooms. This leverages the unlimited storage for Binghamton University students on Google. The Drive File Stream app maps the Google disk space as Drive G: and provides access from any web connected device.
To start Google Drive File stream WINDOWS:
- Click Start (Microsoft Logo, lower left corner)
- In search bar type Google Drive File Stream to search for the application
- Click on the Google Drive File Stream icon to start the Application and logon
- Log on using your Binghamton University email address and password
- The Google drive will be connected as the G: drive
- The Google Drive File Stream icon will show in the system and give access to the drive settings
- Users should be sure to log out of Google Drive File Sync when logging off the computer to protect your files and information.
BACKING UP TO AN EXTERNAL HARD DRIVE
You'll need an external hard drive for these next steps. Find one that holds more space than your computer does. For example, if you have a 250GB hard drive in your computer, you should look to get a 500GB or larger external drive to back up to.
If you need additional help with backing up your work, go to the ITS Help Desk page or call the Help Desk: 607-777-6420.