Library Guides: Data Management: Data Storage and Backup

When it comes to storage and backup, there are lots of options. Below are some words to be familiar with and things to consider when planning for storage and backup.

Terminology
Storage recommended practices
Backup recommended practices
Security and sensitive data
Archiving and preservation
References
Related information

Terminology

data storage (noun) the use of recording media to retain digital information. This is typically done in an easily accessible location, secondary to the location of collection (though not exclusively so). Examples include local or external hard drives and portable media, networked shared drives and cloud storage.

cloud storage (noun) data storage using large computer networks that connect communications, data, applications and computing to devices such as laptops, desktops, phones and tablets. UD has enterprise-level contracts with Box and Google Drive.

backup (noun) a copy of all or a portion of files on a system, in a separate location from the original data, to be used for short-term recovery in the case of corruption or loss; — back up (verb) the act of creating a backup. A backup is a snapshot in time of your files; how long a backup is kept and the number of required versions of backups will vary by tool and service.

archive (verb) the transfer of material to a facility that appraises, preserves and provides access to that material on a long-term or permanent basis; — (noun) an organization that intends to preserve information for access and use by a specific community; a site where machine-readable materials are stored, preserved and possibly redistributed to individuals interested in using the materials.

Storage

A recommended practice is to keep at least three copies of your data: 1) "here" — a local copy on your laptop or desktop, where the files were created or collected; 2) "near" — an external copy on a different media type than the original; 3) "far" — an external copy in a geographically different location, such as a cloud storage service.
This is also called the Rule of Three: THREE copies, on at least TWO different media types, with ONE copy in an entirely different location (e.g., not in the same building, or, depending on your situation and needs, the same part of the country).

Not all media are appropriate for long-term storage. Mechanical hard disk drives (HDD) have an average life span of four to six years. Memory sticks are convenient but are easily lost or stolen.

Read and understand your cloud storage terms of service. In what situations can they close your account? For how long can you restore deleted content? How many versions of your data can you restore? Is it based on number of versions, or how much time has passed since you accessed them?

When selecting your storage tool(s), consider things like how much data you have (size and number of files), whom you need to share with, your budget, how long you will need that type of storage, if you have special replication, performance or security needs, or whether data you need to hold requires restricted access or is under HIPAA or export-control regulations.

Backup

We recommend using an automated service to create regular backups. Personal computers often come equipped with backup software, such as Backup for Windows and Time Machine for Macs. Note: Don't create your backup right on your local hard drive (or a partition on that drive).

Make sure you know how to recover data from your backups before you need to do it in an emergency. Regularly check that your backup system is functioning properly.

Synchronization with a cloud storage service is not the same as creating a backup. For example, if your computer is stolen and hacked, your cloud files may just as vulnerable as those stored on the "local" space. If you have a corrupted file on your local machine, that corrupted file "syncs" to your cloud space.

Some cloud storage services, like AWS, Box and others do provide both storage and backup services.

Consider creating backups of just a portion of your data instead of all of it. For example, back up just the most valuable, important or vulnerable subset of your data or just files that have changed since the last "snapshot" was taken. This can keep backup storage costs minimized.

Security and Sensitive Data

If you work with restricted, HIPAA, export-controlled or other sensitive data types, address those specific needs in your storage methods. Refer to UD policies regarding data handling, see UDit's information on confidential data, refer to the Data Storage Options spreadsheet, or email ITriskmgmt@udayton.edu for guidance.

Consider encryption, especially if traveling out of the country with a computer or physical drives that hold data.

Archiving and Preservation

When you are ready to create an archived version of your data for long-term preservation or for sharing with others, consult with your research services librarian to find the solution that best matches your needs.