InfoGuides: Research Data Management Basics: Store & Backup Work

When storing files it is important to be aware of any access and security considerations.

Consult university Storage Requirements by Data Classification to determine where to store your data based on its classification (highly sensitive data, restricted data, public use data).

Highly Sensitive Data definition
Records Management Policy
Data Stewardship Policy
All digital files should be stored and maintained in accordance with university policy.

Storage options at George Mason
Geroge Mason offers a variety of online file storage options to meet different needs, including solutions for personal work, collaboration, and special cases. All digital files should be stored and maintained in accordance with university policy for Highly Sensitive Data and Records Management Policies.

Managing Microsoft Storage Use
This site includes a table breaking down the amount of storage available based on your status (student, faculty/staff) and storage location (OneDrive, SharePoint, etc.)

The data in your George Mason Microsoft licensed applications is stored in Exchange (Email & Calendar), OneDrive, and SharePoint. Each service has a storage quota that is determined based on your classification. It is important to regularly review the amount of storage space you are using in each area to avoid service disruptions.

OneDrive for Business.
- Account holders are responsible for backing up their own data and preserving copies of important files.
- OneDrive is not approved for storing highly sensitive data.
SharePoint Document Libraries
- Getting Started with SharePoint Document Libraries
- SharePoint documents are created using MyHub.
Microsoft Teams
- Files created or uploaded to a channel are stored in your team's SharePoint folder; these files are available in the Files tab at the top of each channel
- Files you upload to a one-on-one or group chat are stored in the Microsoft Teams Chat Files in your personal OneDrive for Business.
Storage and Data Transfer options through the Office of Research Computing.
- Contact the Office of Research Computing for additional specialized data storage solutions.
globus for transferring large data files.
Keep the files organized.
Perform backups
Create copies of files in formats that will be usable in the long-term. (UK Data Service)

Keep three (3) copies of important files.

For example:

One primary file on your computer,
a second copy backed up to an external hard drive or other media,
a third copy off-site.

Determine what data will be backed up and the backup schedule.

Questions to consider:

Is there a backup service already available or will you need to do it yourself?
How often will backups occur?
Who will be responsible for performing backups?
How will sensitive data be backed up?
Do you have sufficient storage or will you need to include costs for backup hardware and software?

More Information:

3-2-1 Backup Before It's Too Late (GradHacker)
Data Backup Options (US-CERT)

Backup Utilities

When working with sensitive data, IT security practices must be followed. George Mason's IT Security Office has published guidelines and policies.

Please review George Mason's policies and procedures carefully.

Basic security guidelines:

Network Security
- Keep highly sensitive data off the Internet.
- Put sensitive materials on computers not connected to the Internet.
Physical Security
- Restrict access to buildings and rooms where computers or media are kept.
- Only let trusted individuals troubleshoot computer problems.
Computer Systems & Files
- Virus protection software should be used and be regularly updated.
- Don't send confidential data via e-mail or through other file transfer modes.
- Use passwords on files and on computers.
- Use encryption if needed.
  - Device encryption:
    - FileVault (Mac)
    - Windows encryption