Data Protection: Read Me First

Each Library employee is responsible for managing and protecting the data files, email, databases, etc. that s/he creates.  This includes, among other things, the files you create via software applications such as Microsoft Word, Excel, Access, etc.  Good data protection practices are essential to avoid loosing any of your information in the event of a hard disk crash or during an operating system upgrade or computer replacement.  Here is a checklist of things you can do to protect your data

 

Save all work-related data to the network

Do not save important data on your C: drive (the local hard drive on your PC.)  Data stored on the C: drive is NOT backed up by Library IT and could disappear at any time for any number of reasons--for example, a computer virus, a power spike, or a system crash.  Library IT maintains two network drives (the G: and H: drives) and backs up the data on these drives every night. Store your data on the G: (Group files) drive or the H: (your Home Directory) drive, as appropriate, to avoid loosing it.   For more information on saving to the network, please see the page Save your data to the network.

 

Log out at the end of each work day

Library IT sometimes needs to reboot one or more of its servers during the evening. If you have an application open that accesses data on one of the Library IT servers, there is a small chance that your data could be lost during a server reboot. To prevent this from happening be sure to save your data, close all software applications and log off your computer at the end of every work day.

In addition, Library IT applies important Windows patches from Microsoft as they are released.  This is done overnight and includes a reboot of all workstations.  This is another reason to save your work, close your applications and log off at the end of the day.

 

Leave your computer on

You can turn your monitor off, but never turn your computer off. Log-off, don't turn-off. This allows Library IT staff need to apply security patches and other updates overnight.

 

Do NOT share your password

All University employees have several computer accounts created by the Library and CITES. Each employee is responsible for choosing good passwords for his/her accounts and for keeping them confidential. Be sure not to post passwords on monitors, under keyboards, or in public view. See CITES guide on how to protect your passwords.

 

Read LIBNEWS

Although staff workstations are updated and rebooted overnight without advance notice, Library IT announces other system updates, server reboots, and security alerts through the LIBNEWS list serve.