Frequently Asked Questions about Backup data and servers
Introduction
Backing up your important files is essential in ensuring that you can get back to work more quickly should something unexpected happen (computer virus, broken or lost computer, etc.). Fortunately, there are several options available for you to use for the University of Alberta (UofA).
KBA Objective:
- This article provides instructions on multiple methods of backup for Windows, MacOS and UofA servers.
Applicability
Anyone who needs information on backing up their computer or UofA server
Procedure
Basic Information
Standard Process
Troubleshooting Tips
Appendix
Related Knowledge
Basic Information
Define Backup
Backing up your data is defined as creating a copy of your data on your computer or your system. These backups can be used for recovering older files on a new machine or be used to transfer data into your new machine.
UofA automatically backs up your data on a network drive or on the Google Drive, but the local drive owner (computer user) is responsible to manage their own backups.
Define Encryption
Regardless of the backup method, make sure to encrypt your backup.
If you work at the university, any mobile or portable personal, external, or University-owned device that contains university information must be encrypted.
Standard Process
1.0 Backup on Google Drive
This section describes how to backup your computer’s data on Google Drive:
- On your computer to backup, Go to Tools – Google Drive: https://drive.google.com/drive/my-drive
- Create a new folder to store your backup files by clicking on New (top left) -> New Folder
- Open File Explorer and find any file/folder you wish to backup; some recommendations for a full computer backup are:
- Click and drag your files from File Explorer to the Google Drive
- Copy the same steps for the rest of your files/folders
1.1 Backup on Network drive
If you are on the Central Domain, this section is the most secure method of backing up your computer’s data on your personal drive (typically P: drive):
- First, check if you have a personal drive (typically P: drive) by opening File Explorer and click on This PC
- If you do not have a Home Drive or a drive that only you can use, either save it onto a different Network location or backup using Google Drive instead (mentioned in Section 1.0)
- Then create a new folder in your Home Drive and save any file/folder there until you need them
2.0 Windows: Backup on External drive
This section describes how to backup your Windows data, then encrypt the external drive for security:
- First, backup the computer data by referring to Microsoft – Backup and Restore in Windows
- Next, refer to KBA – Encrypt External Drive to make sure your information is secure
2.1 MacOS: Backup on External drive using Time Machine
This section describes how to encrypt, then backup your MacOS data on an external drive. Though most UofA Apple computer should be encrypted before deploying, these instructions will help you check the encryption:
- First, backup the MacOS data by referring to Apple – Back up your Mac with Time Machine
- Next, refer to KBA – Encrypt External Drive to make sure your information is secure
3.0 Server backup requests
This section only describes how to backup UofA servers’ valuable data (e.g., a researcher who owns a research server with a UofA network address). These references do not apply to regular computer backups:
Troubleshooting Tips
Frequent Questions
Q: What folders should I backup?
Solution: Most of your common folders are found in C:/Users/[your_username]/ such as:
-
Desktop folder
-
Documents folder
-
Downloads folder
-
Favourites folder
-
Music folder
-
Pictures folder
-
Videos folder
Q: Can I backup my computer data remotely?
- Remote backup can only be done through Google Drive (mentioned in Section 1.0) or network drives (mentioned in Section 1.1)
- Any backups on external drives would need to be onsite
Q: Can I loan an external drive to backup my computer data?
- Since IST is not responsible for any data loss during backups, IST cannot loan any external drive for backups
- There are alternative backup methods mentioned in Section 1.0 and Section 1.1
Q: Can IST help with backing up my computer data?
- Unless your computer is from an evergreen request, IST can give advice in backing up data, but IST is not responsible for any data loss during backups
- Each user may save their files/folders in a variety of locations, IST cannot track where these folders are, unless they are saved on the Network drive
- Network drives are automatically backed up, but IST has no access to the computer’s local drive (C:)
Q: If I get a new computer, will my data be backed up or transferred automatically?
- For Evergreen computers, the Evergreen analyst will transfer your computer data automatically but there are no backups made
Q: Can IST help with recovering my lost information (e.g., broken hard drive, accidentally deleting)?
- IST can try to help to recover a broken hard drive but recovering a deleted file in your local drive will depend on when it was deleted (e.g., it may be impossible if the file was deleted a week ago)
Appendix
Related Knowledge
Additional Considerations (Notes)
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