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How Not to Lose the Only Copy of Your Research

How Not to Lose the Only Copy of Your Research. Storage and Backup Tools at Brandeis. Melanie Radik and Raphael Fennimore Library & Technology Services Workshops Brandeis University September 22, 2015. Storage Best Practice. 3 Copies. External Local - Physical.

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How Not to Lose the Only Copy of Your Research

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  1. How Not to Lose the Only Copy of Your Research Storage and Backup Tools at Brandeis Melanie Radik and Raphael Fennimore Library & Technology Services Workshops Brandeis University September 22, 2015

  2. Storage Best Practice 3 Copies

  3. External Local - Physical • Internal, 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 • lockable • secure to keyring

  4. External Local - Networked • Networked storage • UNet Home Space • files.brandeis.edu • UNet Home Space = 1 GB • 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

  5. External Local - Networked • files.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

  6. External Remote • Remote storage services (The Cloud) • Brandeis Google Drive: in Brandeis Google Apps • Brandeis Box: https://brandeis.box.com • Syncing Drive • Settings -> Download Drive • drag folders • wait for sync • Syncing Box • Install Box Sync • drag folders • wait for sync

  7. Other Products of Research • Physical 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

  8. Backup Best Practice • Choose your backup procedure • Full • Differential • Incremental • Schedule your backup frequency • daily, weekly, monthly • some software will have defaults • Don’t forget to backup analog material • Test your strategy!

  9. Backup: Tools Mac • Time Machine • Apple Menu • System Preferences • Time Machine • Turn on • Select external hard drive PC • Windows Backup and Restore • Start Menu • search ‘Backup and Restore’ • Click ‘Set up backup’ link and follow the wizard

  10. Backup: Tools (Continued) • Rebit6 (PC continued)Purchase external drive with Rebit or install software separately • Open Rebit • Add your backup location (external drive) using the + under Networks • Let Rebit run Any OS • CrashPlan (coming soon!)

  11. Backup: Where • External drive is best choice • speed: USB vs. wireless • size: external=flexible • Cloud only through institutional tool, and may encounter time constraints • Not other cloud storage, even intitutionally-provided • Not networked drive

  12. If Disaster Strikes • Data recovery work necessary if hard drive fails. • Hardware Repair Shop will do on-site data recovery • Takes time: days or weeks • 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. • Time: weeks • Cost: $1,000 minimum. • Still may not recover all of your data.

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