1. New Backup Strategy
Library & IT Staff

2. Outline Definition and History Timeline for Transition
New Backup Choices
Where do I backup Bucknell data?
Where do I backup personal data?
Which backup options are right for me?
How big are my files?
How can I use Netspace to protect my files?
Which hard drive should I buy?
How do I backup my Outlook files?
Get Help
Library & IT
9/18/2018

3. backup
(v.) To copy files to a second medium (a disk or tape) as a precaution in case the first medium fails. One of the cardinal rules in using computers is back up your files regularly.
Even the most reliable computer is apt to break down eventually. Many professionals recommend that you make two, or even three, backups of all your files. To be especially safe, you should keep one backup in a different location from the others.
(n.) (1) The act of backing up.
(2) A substitute or alternative. The term backup usually refers to a disk or tape that contains a copy of data.
Library & IT
9/18/2018

4. Historical Perspective
Library & IT staff administered a centralized networked backup system.
Windows:
My Documents
Desktop
Favorites & Bookmarks
Macintosh:
Documents
Bookmarks
The centralized backup system was extremely labor intensive for Technology Support staff. On the server side, the backup system requires one FTE and at least one student assistant to maintain. It also required on site customization to create the date file that reminds clients of last backup date.
Incidentally, all the servers are really old and need to be turned off.
Library & IT
9/18/2018

5. Historical Perspective
Completely separate system from Netspace backup (Snapshot).
Data backups only worked if:
The computer was on campus.
The computer was in it’s assigned location.
The computer was connected to the wired network.
Every client backup was configured individually by Library & IT staff.
The centralized backup system was extremely labor intensive for Technology Support staff. On the server side, the backup system requires one FTE and at least one student assistant to maintain. It also required on site customization to create the date file that reminds clients of last backup date.
Incidentally, all the servers are really old and need to be turned off.
Library & IT
9/18/2018

6. Historical Perspective, cont.
Data backup did not work if:
The computer was off campus.
The computer was turned off.
The computer was wireless.
Any network settings were incorrect.
The backup was not configured by Library & IT staff.
The backup refused to work for unknown reasons.
Clients frequently called after breaks, vacations, business trips to report that their backups weren’t working. Also the backups had to be reconfigured each time a client changed offices or got a new computer. A staff member had to be monitoring the server every day to configure new installs or reconfigure clients.
Library & IT
9/18/2018

7. Historical Perspective
What did not backup?
Open files such as Microsoft Outlook files (.pst).
Media, installer, or large files:
.mp3
.mov
.exe
.wav
.wma
.zip
.avi
+ many more
Any files stored outside of Documents or Desktop.
Open files never backed up, despite repeated attempts to get the vendor to fix the problem.
Due to space limitations, many files types were excluded.
Any software or client that stored data outside of Documents or Desktop couldn’t be backed up. Sometimes a client didn’t know that specialized software stored their files in a different location until we attempted a data restore and the data was missing.
The whole premise of the system was that Tech Support picked which files were backed up – how did we know which files were most important to each client?
Library & IT
9/18/2018

8. Timeline
May 1, 2009:
All faculty and staff receive an additional 3 GB of Netspace quota.
All faculty and staff receive a new “backup” folder in Netspace.
May 1-31, 2009
Faculty and staff explore new backup options
Centralized network backup continues to run.
May 31, 2009
Centralized network backup is turned off.
Backup software is uninstalled from faculty and staff computers.
Library & IT
9/18/2018

9. Example #1: Snapshot
Snapshot (the automatic netspace backup) will continue to run every day
Runs 4 times each day: 12:00 am, 7:00 am, 12:00 pm, 5:00 pm.
Backs up x: and u: - your public and private folders
You can restore your own files from the date and time you choose.
Snapshot is NOT changing or being discontinued.
Library & IT
9/18/2018

10. Example #1: Snapshot
Snapshot (the automatic netspace backup) will continue to run every day
Runs 4 times each day: 12:00 am, 7:00 am, 12:00 pm, 5:00 pm.
Backs up x: and u: - your public and private folders
You can restore your own files from the date and time you choose.
Snapshot is NOT changing or being discontinued.
Library & IT
9/18/2018

11. Example #2: Zimbra Zimbra – Your Name
, Calendar, and Contacts in Zimbra Web.
Automatically backed up.
Contact Tech Desk to have items restored.
The Zimbra mail server backup is NOT changing or being discontinued.
Library & IT
9/18/2018

12. Backup Decisions Is it Bucknell data or personal data? Library & IT
9/18/2018

13. Separate Data = Separate Backups
Bucknell Data
Backup Options
Bucknell Documents
Bucknell
Work related movies
Work related audio
Work related photographs
Netspace
University owned hard drive (desktop or portable)
University purchased DVDs
The important message is that Bucknell data must be backed up – it is the responsibility of each staff or faculty member to backup university owned data.
Bucknell owned data should be backed up to Bucknell owned resources – netspace, hard drives, dvds.
Backup University data to University owned resources!
Library & IT
9/18/2018

14. Separate Data = Separate Backups
Personal Data
Backup Options
Personal Photographs
Personal Movies
Personal iTunes, .mp3s, or audio files
Personal
Personally purchased flash drive
Personally purchased hard drive
Personally purchased DVDs
Personal account (gmail, hotmail, yahoomail)
Personal data doesn’t belong on a Bucknell owned computer and shouldn’t be backed up to a Bucknell owned hard drive or to netspace.
Personal data should go on personally owned drives or dvds
Backup personal data to personally owned resources!
Library & IT
9/18/2018

15. Backup Decisions
How big are the files? Who needs the files? How often?
Library & IT
9/18/2018

16. Windows File Size Right click on the file or folder.
Select Properties from the drop down menu.
Select the General tab.
The contents of this folder will fit in the Netspace backup folder.
Contact the Tech Desk for assistance.
Right click on a file or folder, select properties.
This folder would fit in Netspace.
Library & IT
9/18/2018

17. Macintosh File Size Select the file or folder
On the File menu, select Get Info or Command + I
The contents of this folder will not fit in the Netspace backup folder.
This folder can be backed up to DVD or an external hard drive.
Highlight the folder, use File, Get Info or Command + I or right click and select Get Info.
Clearly this folder won’t fit in Netspace.
Library & IT
9/18/2018

18. Network Backup File Sizes by Computer
933 clients on one server, approximately 150 on the other. Most backups aren’t huge. A few are!
Note the one backup that is twice as big as the next largest.
4.8 percent of backups are larger than 20 GB.
14 percent of backups are larger than 10 GB.
Library & IT
9/18/2018

19. Understanding File Sizes
# of Floppy Disks
1 Megabyte
.71 Floppy Disks
1 Gigabyte
736 Floppy Disks
10 Gigabytes
7366 Floppy Disks
100 Gigabytes
73661 Floppy Disks
1 Terabyte (~1000 Gigabytes)
Floppy Disks
Library & IT
9/18/2018

20. Backup Options for Various File Sizes
Method
Size
Netspace
3 Gigabytes
DVD
4.7 Gigabytes
Flash Drive
2 – 16 Gigabytes
Portable Hard Drive
100 – 500 Gigabyes
Desktop Hard Drive
500 Gigabytes – 1 Terabyte
Library & IT
9/18/2018

21. Critical Files Archival Files Data Sets Large Projects Work/Home
What goes where?
Netspace
Critical Files
DVD
Archival Files
External HD
Data Sets
Large Projects
Flash Drive
Work/Home
Portable HD
Sabbatical Files
You know best which files are important to you and where they should go.
Library & IT
9/18/2018

22. New Netspace Options New backup folder in u:\
Additional 3 GB storage in Netspace available across public, private, and backup.
Copy files to Netspace u:\backup.
Sync files to Netspace u:\backup.
Files saved to Netspace u:\backup can be restored up to two weeks after deletion.
Library & IT
9/18/2018

23. Backup-less Solution Store files in Netspace u:\private.
Copy the contents of Documents to Netspace u:\private.
Save all new files to Netspace u:\private.
Excellent solution for desktop computers.
Excellent solution for less than 3 GB of data.
Files saved to Netspace u:\private can be restored more than two weeks after deletion.
Library & IT
9/18/2018

24. External Hard Drives Large Data Backups for Work or Home Library & IT
9/18/2018

25. Iomega Prestige External Desktop Hard Drive Windows/Macintosh
1 Terabyte Storage
USB 2.0/eSATA
2.2 lbs
$99 - cdwg.com
Purchase through Library & IT for Bucknell Data backup
Appropriate for backing up in the office or home office – small but not durable enough to carry around everyday.
Some models include backup software.
Library & IT
9/18/2018

26. Fantom GreenDrive External Desktop Hard Drive Windows/Macintosh
1 Terabyte Storage
USB 2.0/eSATA
2.4 lbs
buy.com
Purchase for Home backup – pictures, movies, music
Library & IT
9/18/2018

27. Iomega Prestige Portable
Portable External Hard Drive
Windows/Macintosh
320 Gigabytes Storage
Drop Shock protection/no external power needed
Backup software included
6.7 oz
cdwg.com
Purchase through Library & IT for travelers/laptops
Appropriate for laptop users – backup on the road. Also great for working at home – carry large files back and forth. Backup software may be included. Device may run without external power – USB from the laptop powers the drive.
Library & IT
9/18/2018

28. LaCie Rugged Portable External Hard Drive Windows/Macintosh
500 Gigabytes Storage
USB2/Firewire
Shock resistant external bumper
8.8 oz
buy.com
Purchase through Library & IT for travelers/laptops
Ideal for faculty going on sabbatical to difficult locations.
Library & IT
9/18/2018

29. Kingston DataTraveler
Flash Drive
Windows/Macintosh
16 Gigabytes Storage
USB/flash memory
.48 oz
cdwg.com
Purchase through Library & IT
General purpose drive perfect for carrying files back and forth or backing up.
Library & IT
9/18/2018

30. Centon DataStick Sport
Flash Drive
Windows/Macintosh
4 Gigabytes Storage
USB/flash memory
Leakproof cap, waterproof, shock resistant
.4 oz
$14 - buy.com
Purchase through Library & IT
Durable drive for extremely difficult locations – water proof, shock proof, solid state drive.
Library & IT
9/18/2018

31. DVD-R Burnable DVDs 4.75 Gigabytes each 2 x 50 = $20
Available from CDWG
Purchase through Library & IT
The best way to archive infrequently used files for long term storage.
Library & IT
9/18/2018

32. Purchasing Hardware: DVDs: Personal Purchases
Contact your department technology liaison for recommendations.
Contact Joanne Powell x71795) with a budget #.
DVDs:
Purchase online or locally.
Personal Purchases
Library & IT
9/18/2018

33. Additional Recommendations
Burn infrequently used files to DVD.
Use Microsoft Personal Files Backup to backup Outlook data files.
Never carry the backup drive and the laptop in the same bag! Don’t let a thief steal your laptop and your backup at the same time.
Library & IT
9/18/2018

34. PFBackup Microsoft Personal Folders Backup tool.
Only backup non-Zimbra folders.
Select the backup location and schedule.
More information: Contact Tech Support or ask.bucknell.edu
Library & IT
9/18/2018

35. Ask for Help! Contact the Tech Desk for assistance:
Call x77777 or
AIM BucknellIT
Search
Back it up, Bucknell!
Tonia Sutherland, Records Management Coordinator
Library & IT
9/18/2018