World Backup Day 2019: What is your backup plan?

World Backup Day 2019: What is your backup plan?

March 29, 2019

If you use a computer or mobile device for long enough, chances are that something will eventually go wrong, resulting in the loss of important files, documents, or photos. A backup plan is essential for recovering important information in the case of accidentally deleting the wrong file, losing a device, or experiencing hardware failure.

On March 31, 2019, we celebrate World Backup Day. To acknowledge this day, take some time this month to ensure that you have a backup plan for your important documents. Backups are copies of your information stored somewhere other than on your computer or mobile device. At UBC, faculty and staff have several options for backing up data, including Workspace along with other personal and shared network drives.

Which do you think is the most effective way of backing up your important documents?

You need a better backup plan! If your device goes missing or malfunctions, you could lose all the copies of your important documents. Learn more about effectively backing up your device
You need a better backup plan! A USB key can be a dangerous place to store important data if it is unencrypted. Not to mention, they are very small and easy to lose! If you do plan to use a USB key to backup data, make sure to encrypt it and store it in a secure location such as a locked safe. Learn more about encryption
You need a better backup plan! An email account can be a dangerous place to store important data. If your account is compromised or you forget/lose the password, you could lose access to the email account and your important files.
You need a better backup plan! It is usually better to know exactly how your important files are being protected then relying on someone else to keep them safe. However, there’s no harm in asking someone to help you set up your backup plan!
You have a great backup plan! UBC offers several storage solutions that are automatically backed up each night. If you do access these storage solutions from different devices, make sure they are all encrypted so that your information is never susceptible to theft. Learn more about encryption
No problem! There is no better time to start than now. Learn more about how to create a backup plan

If you do not already have a backup plan in place, the best time to start is right now!

There are three options for backing up your important data at UBC:

  • Workspace (UBC File Sharing Service)
  • Personal Network Drive (Home Drive or H: Drive in Vancouver, F: Drive in Okanagan)
  • Shared Network Drive (TeamShare in Vancouver, K: Drive in Okanagan)

A full comparison chart of the storage services at UBC is available below.

So, what is your backup plan? Learn more about backing up your data here: https://privacymatters.ubc.ca/backup-my-data

Comparison of UBC Storage Solutions

Personal Network Drive Shared Network Drive UBC Workspace SharePoint
What is it? A secure file repository for individuals to save files on the UBC network A shared file repository for groups of faculty and staff to securely store and share files with colleagues within the designated group at UBC. An on-campus cloud based file sharing service Online intranet used for document management, storage, communication and collaboration among teams.
Names Home Drive (or H: Drive) in Vancouver, F: Drive in Okanagan TeamShare in Vancouver, K: Drive in Okanagan UBC Workspace UBC SharePoint
Who can use it? No signup required, provisioning is automated if your EAD account meets the requirements. View the Setup Documents page to get started. TeamShare requires: an EAD account, a billing contact and a speedchart, department administrators can order TeamShare by submitting a Systems Service Request. K: Drive in Okanagan can be setup via a Helpdesk Work Request. Workspace is available to all current UBC employees. Those who are not UBC employees may access Workspace when files are shared by a UBC employee. Departments, faculties or project teams, are able to design and build their own UBC branded intranet or team site, which can be used by both internal or external colleagues.
How secure is it? The data in your personal network drive is secured using your UBC account and password, and the contents of it cannot be accessed by others. The data in your shared network drive can only be accessed by designated members of the group. Workspace complies to Canadian, Provincial and UBC security requirements for sharing confidential information internally and externally. At this time, only members with EAD accounts are able to use UBC SharePoint. External user access is available through sponsored EAD accounts.
Does it support collaboration? If the contents of your personal network drive need to be shared, using Workspace or a shared network drive should be utilized. Files are accessible to teams or departments based on groups and permissions. Workspace offers an easy and secure way for staff and faculty to share files, both internally and externally with colleagues, partners and clients, on any supported device. Files can be shared on a team level, user level and community level.
Why should I use it? ▹ I want to store my files securely
▹ I want my files to be backed up regularly
▹ I want to be able to access my files through the UBC Virtual Desktop Interface (VDI)
▹ I want to store & share files with my coworkers on campus
▹ I only want specific people in my department to be able to see these files and folders
▹ ​I need a file sharing service that is accessible from anywhere
▹ I want to be able to assign basic reading permissions (no edit access) to the files I share
▹ I want to be able to send a link to the files that I have uploaded
▹ I am working on multiple projects and I want to create a team site to share files for each project
▹ I want to have a better way to manage documents within the storage service
▹ I want to be able to send a link to the files that I have uploaded
▹ My department/faculty already has a SharePoint set up