USD utilizes Google Drive which is already based in the cloud and is accessible on any computer across campus as long as you're an active USDOne user. Instead of saving your files locally on your laptop or desktop, ensure all the data you're saving is saved on your Google Drive. You can also connect to Google Drive on your tablet or phone as well.
Overall, the best way to ensure your valuable data is secure is by having a backup. There are many ways of backing up your data.
Cloud Services: Cloud services such as Google Drive, Microsoft One Drive, and Dropbox are always available to connect to and are available on any system as long as you have your email and password credentials to connect to them
USB Drives or External Hard Drives: USB and external hard drives, while portable and easy to use, can also be lost more easily due to their mobility. It is always recommended when backing up data to a USB drive or hard drive that they are encrypted. Windows and Mac both utilize mobile data encryption through Bitlocker and Filevault.
A backup is most valuable when it's performed automatically without any manual intervention, and when it's performed on a regular basis. If your last backup happened two months ago and your computer crashes, you'll lose those past two months worth of data.
There have been many instances where both a computer and its backup were stolen at the same time. Or data loss occurs when a virus infects a computer and the backup is also affected. It's important to make sure your backup is stored in a location separate from your computer or else you put yourself at risk. Also think about what would happen in the event of a natural disaster or fire – your computer and backup could both be lost, causing you an incredible amount of inconvenience and cost. Having additional backups in a safe place is always a good idea.
You don't want to leave backups of your confidential information in a location where someone could access it without your authorization. Identity theft and loss of other confidential data (student records, research, etc.) is a very serious subject and should be taken into consideration when planning your backup. Your backup should always be encrypted with either Windows Bitlocker or Mac Filevault.
We recommend using an encrypted cloud-based backup solution such as CrashPlan. USD currently supports CrashPlan through our managed enterprise service and is available to all faculty and staff through on a cost for use basis.
CrashPlan is a fully automated backup solution that stores your data in an encrypted format. It has the ability to save your data to a server on the Internet as well as to an external hard drive connected to your computer (external drive is an additional cost).
If you want to learn more about the CrashPlan system in use at USD, you can visit their website at http://www.code42.com/enterprise/.
If you are interested in using CrashPlan on your USD provided computer, or you'd like more information about CrashPlan, please contact the ITS Help Desk at help@sandiego.edu or by calling (619) 260-7900. CrashPlan has a nominal subscription fee which is payable by your department on an annual basis. Contact the Help Desk for the most current pricing.