How Not to Lose the Only Copy of Your Research

Storage and Backup Tools at Brandeis

Melanie Radik and Raphael FennimoreLibrary & Technology Services Workshops

Brandeis UniversitySeptember 22, 2015

Storage Best Practice

3 Copies

External Local - PhysicalInternal, local hard drives

• Laptop• Desktop

External storage devices• 1 TB external hard drive for sale at the Technology Help Desk• Advice on current best buys for off-the-shelf external drives• Secure thumb drive

o lockableo secure to keyring

External Local - NetworkedNetworked storage

• UNet Home Space• files.brandeis.edu

UNet Home Space = 1 GB1. Enable Shell Access

• identity.brandeis.edu• Identity self-service• Enable/Disable Shell Access

2. Request Home Space• help.brandeis.edu• Ask LTS Staff ->

Computers and Software• Popular -> Technology Help

External Local - Networkedfiles.brandeis.edu

• campus-provided shares to schools and departments• often used by research groups to share files• networked drives often called

\\files.brandeis.edu\name-of-your-group

Mapping networked drives to your laptop depends on your OS. Detailed instructions both on and off campus available here: https://kb.brandeis.edu/display/LTS/Network+Shares

External RemoteRemote storage services (The Cloud)

• Brandeis Google Drive: in Brandeis Google Apps• Brandeis Box: https://brandeis.box.com

➔ Syncing Drive 1.Settings -> Download Drive2.drag folders3.wait for sync

➔ Syncing Box1. Install Box Sync2. drag folders3. wait for sync

Other Products of ResearchPhysical products

• Research notebook• Participant surveys/questionnaires• Printouts• Physical samples

Strategies for keeping duplicates• scan your notebook to PDF• store duplicate samples, not used in experiment• photograph specimens, store with other files

Backup Best PracticeChoose your backup procedure

• Full• Differential• Incremental

Schedule your backup frequency• daily, weekly, monthly• some software will have defaults

Don’t forget to backup analog materialTest your strategy!

Mac➔ Time Machine

1. Apple Menu2. System Preferences3. Time Machine4. Turn on5. Select external hard drive

Backup: Tools

PC➔ Windows Backup and Restore

1. Start Menu2. search ‘Backup and Restore’3. Click ‘Set up backup’ link and

follow the wizard

Backup: Tools (Continued)➔ Rebit6 (PC continued)

Purchase external drive with Rebit or install software separately1.Open Rebit2.Add your backup location (external drive)

using the + under Networks3.Let Rebit run

Any OS➔ CrashPlan (coming soon!)

Backup: Where• External drive is best choice

o speed: USB vs. wirelesso size: external=flexible

• Cloud only through institutional tool, and may encounter time constraints

• Not other cloud storage, even intitutionally-provided

• Not networked drive

If Disaster Strikes•Data recovery work necessary if hard drive fails.•Hardware Repair Shop will do on-site data recovery

o Takes time: days or weekso Costs money: $40 bench fee (which may

be covered by Dell or Apple warranty)plus $60-$120 recovery fee, depending on complexity

•If too damaged, may need repair at specialist company.o Time: weekso Cost: $1,000 minimum.o Still may not recover all of your data.