Why Do You Need Backups?

Backup Data

It is impossible to stress how important it is for you to backup your files on a regular basis. 
If you choose not to back up your own files, you risk losing data.

Why do you need backups?

• Hard drives do crash
• Files can accidentally be deleted or become corrupt
• Viruses can corrupt or delete files
• You may upgrade to a new computer and need to move your files.

When should you make backups?

If you wonder how often you should back up your data, just ask yourself, " How many days work can I afford to lose"? Whenever you make changes to files, or add new files, you need to back up your files again. It is a good practice to back up your files daily. If you are working on a critical project, you may want to back it up even more often.

How to backup Files

There are a number of ways to back up your work:

1. Copy files to your home area (U: drive) 
   Note: Information Solutions and Services do not take responsibility for user data. If you choose to backup your work to the U: drive, please be familiar with Information Solutions and Services Backup Policy
   University of Galway staff and students who connect to the UDS platform have 200MB of personal, secure, password-protected space in their home area (U: drive). Every night that server is backed up. If you copy your important files to your home area, you will then have multiple copies in case of emergency: one on your hard drive, one in your home area (U: drive) and copies on the nightly backup tapes that can be restored in emergencies (Please note however, that Information Solutions and Services do not take responsibility for user data). 

Example of saving and backing up a Microsoft Word document 

If your work requires the backup of large amounts of data, please contact the Service Desk to discuss other methods of backing up your work. 

1. Copy files to a different media 
   The media you choose to backup your files will depend on the quantity of data to be backed up and how frequently it changes. Options include:
   1. USB Keys - come in a variety of sizes 
      To copy files to a USB Key 
      (A) Drag and Drop 
      Use the drag and drop facility within My Computer to copy files from the U: drive to your USB Key. 
      This is achieved by clicking once on the file in question and holding down the mouse button whilst dragging the file over to the USB drive icon, then letting go of the mouse button. A copy will be made. 
      (B) Copy and Paste 
      In My Computer, use the Copy command from the Edit menu when the file you want to copy is selected (left click). Then at the USB drive icon, select the Paste command from the Edit menu. 
   2. Recordable CD-ROMs (CD-R) - can hold 650MB but data cannot be overwritten 
   3. Re-writable CD-ROMs (CR-RW) - can hold 650MB/700MB and data can be erased and re-written on the CD-RW 
   4. Dual-layer DVDs - can hold 8.5GB 
      A note on CDs and DVDS 
      There can be a lot of confusion when it comes to CDs and DVDs so let's cover some basics. 
      Many CD drives can also read DVDs.  If the CD drive on your machine says 'DVD-ROM' it means that it will read DVDs but it is NOT a DVD burner. DVD burners will say 'DVD Writable' or 'DVD RW' or 'DVD Multi Recorder'. When buying blank DVDs, it is easy to buy the wrong type. Your DVD burner should say either 'DVD ' or 'DVD-'.  You should buy blank DVDs that correspond with your burner. 
      
      A note on USB Drives : Both USB pen drives and external hard drives can be damaged easily. So treat them with care. Also they can get lost. Which means your data is accessible on them unless you have encrypted them. Microsoft have a very good article here on how to encrypt your USB drive using Bitlocker while Apple system users can go here

All you need to do is create a password to access the USB key every time you plug it in and save the generated Recovery File externally

Encryption wipes all existing data on your USB key before encryption. So please ensure you have no files of value on your USB key BEFORE you start the process on either a Windows or Apple device.

Important: When you encrypt your USB drive using Bitlocker, you must save the Recovery File to a safe place. Do not save it on the USB drive you are encrypting. Perhaps put it in your U drive or OneDrive. ISS do not have access to recovery files for USB keys

2. Use your OneDrive - OneDrive synchs changes to your cloud account so any changes you make locally to files are automatically made to the cloud 'version' of the file.

A subtly around OneDrive is that if you make a mistake such as changing a file or indeed deleting it by accident, that this change will synch up online. 

You should go here in order to get information about restoring a file

To restore an older version of your file, go here

What Files to Back Up

At the University of Galway, you never need to backup your operating system or supported software as Information Solutions and Services can always reinstall these. Backup only your personal files. Information Solutions and Services cannot protect you from loss of files, nor can we take responsibility for finding and backing up all your personal files. For this you will need to get to know your system, identify the files you need to keep safe, and make frequent backups. You also need to check your backups occasionally to ensure that you can actually restore data from them.

Where to look for files to backup 

Personal files can be stored in any number of places. Each application you use will save files in a "default" folder or you can save to any location you choose. It is important to notice where you are saving files and not simply rely on the program's default location. If you know where you are saving files, you will know what folders to back up for safety.

As a starting point you should back up the following:

Microsoft Windows PC

• Browser Bookmarks - example of Chrome here  
• EndNote library (libraryname.enl and associated .DATA file)
• My Documents  (Or whatever personal folder you use for your documentation) - you may have this setup in OneDrive so check your settings
• Current ’works-in-progress’ (Projects, Research, Presentations etc.)

Apple Macintosh

• Safari - Article here
• EndNote library (libraryname.enl and associated .DATA file)
• FTP Configurations (Fetch Prefs and Shortcuts in the System: Preferences folder )
• Documents  (Or whatever personal folder you use for your documentation) - check OneDrive settings if setup on your Mac
• Current ’works-in-progress’ (Projects, Research, Presentations etc.)

Recovering Files that Were Backed Up

If you are restoring a file that has been lost or corrupt, simply find the file wherever you chose to back it up and use drag and drop copy it to your original location.

If you are copying your backup files to a new computer, go over the process of locating the default folders for your applications again, but this time on the new computer. This allows you to ensure that files save in the same folder name as before, or if software or your operating system has changed, that you know the default folder selected for saving on the new computer.

If in doubt, create a file and note where it is saved on the new computer. Use drag and drop to copy your files to the locations you want the files placed on your new hard drive. Open your applications and make sure you can find, see and retrieve the files you've copied.

If you need a file on your U drive restored, please contact the Service Desk. Files saved on your U drive within the last 28 days should be recoverable and can usually be recovered within 3 days

You can recover files on OneDrive using this article.