One of the biggest disasters encountered by students is losing computer documents and data. This is surprisingly common but completely preventable, provided certain simple steps are taken.

There are three options for backing up computer data. It is possible to use more than one.

1. The SAFEST option is to always keep files and data on Departmental file servers, as these are backed up securely on a daily basis. THIS IS THE RECOMMENDED OPTION for all critical files, especially thesis files and manuscript files. If you require more space on the file server you should contact Computer Support. Don't store lots of large data files such as image/video files on the server. Instead use option 2 or 3 below. Don't store large personal files such as music, videos or photos on the server.  
2. The second, LESS RELIABLE option, is to keep files on computers or laptops but ensure that these are backed up on the University's Hierarchical File Server (HFS).
   If you rely on this method you MUST do the following:
   a. Ensure that the computer/laptop has been set up to do the back-up (ask Computer Support).
   b. Ensure that that you or a responsible member of your laboratory is set up to receive email notifications about problems with any backup (check with Computer Support).
   c. Ensure that you respond to any email notification that a backup has failed (ask Computer Support).
   d. Ensure that the computer is always left on and connected to the network on Tuesday evenings. It is best to close any files and log off.
   e. Ensure that any portable external hard discs that require backing up are connected to the computer so that they are included in the backup.  
3. The third, LEAST RELIABLE option, is to systematically backup any files that you have on portable storage media such as an external hard-drive, CDs, or a memory stick. This is not a recommended option for securing important files data files. If you do use this method you MUST do the following: 
   a. Ensure that you have more than one backup copy. Portable media are unreliable.
   b. Ensure that you keep a copy of these backups in a different location to your computer to protect from fire, floods and theft.
   c. Ensure that you do not store unencrypted, unprotected personal/confidential data on these items, especially if they are being moved around in bags and briefcases. Apart from risks to you, you have a duty of care to others who might be affected by loss of your data.

If you are unsure as to how to go about backing up your data and want any advice please contact Computer Support.