Data Protection

Each Library employee is responsible for managing and protecting the data files, email, databases, etc. that they create.  This responsibility 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 losing 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 to the local hard drive on your PC. Data stored on the local drive is NOT backed up by Library IT and could disappear at any time for any number of reasons, such as 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. Technology Services also offers multiple options for cloud storage. Save files to these options to avoid losing it.


Turn your computer off at the end of the day

Shut the computer down at the end of the work day, unless Library IT has sent out an email specifically requesting that people leave their computers on overnight to install updates.  Your workstation will automatically turn back on in the morning.

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.

Do NOT share your password

All University employees have accounts created by the Library and Technology Services. 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 the Technology Services guide on how to protect your passwords.


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 listserv.