Users who store data, programs etc. on any sort of computer system are urged to give thought to the provision of backup copies. It still happens that people lose an entire program or thesis or book or important data because, for instance, they have relied on a single copy on a hard disk which ceases to work. You should always aim to keep a second copy of work in progress (not on the same disk), not out of date by more than a few hours' worth of work. In case of disaster, a reasonably up-to-date paper copy is better than nothing; it may be possible, though laborious, to reconstruct the document by scanning.

Backup is the end-user's responsibility; ITCS have some central provision for backup storage space, user should request, but you need to judge whether this is adequate for your needs. If you are storing material on your own equipment then backup is entirely your responsibility.

You may have valuable data, email or programs on a system of your own on your desk, or it may be stored on a system belonging to the Computing Service or a College or Departmental network.

Computing Service systems
On the BDC, backup copies of the file servers holding users' personal filespaces are taken at intervals, for use in case of major hardware failures. Normally you should make adequate backup copies on USB devices, CDs, DVDs or ZIP disks (there are writable CD drives on most BDC machines, ZIP drives on a few and USB connections on all). It is advisable to keep two current copies as well as routine backup copies.

Do not store data on the local hard disks (e.g. on drive C: on a Windows PC) or the desktop on the BDC, as such data cannot be guaranteed to remain available from session to session, even on the same computer. Data that you wish to keep should be stored in your BDC personal filespace (drive U: on Windows), and backed up as described above.

The ITCS message store has disaster recovery backups similar to the BDC servers - that is, they are for system recovery only. ITCS also keeps copies of deleted email for limited periods of time so that in most cases we can restore a user's accidentally deleted email. We recommend that users keep their own offline backups of their email, especially if they want to archive large volumes of it.


Other networked systems
If you keep files on a fileserver in your College or Department, you should ask your local computer support staff what backup arrangements are made; they will normally have provision for recovery from major disk failures, for instance, but they may not easily be able to retrieve individual files.

If you have your own equipment
This section applies to any equipment for which you are responsible, but is particularly vital for owners of laptops. Every year there are instances of stolen laptops which contain the only copy of someone's thesis, essential papers or laboriously collected data.

You should always keep an up-to-date copy or copies of any important data on USB devices, CDs, DVDs or ZIP disks, stored separately (i.e. not being carried about in a laptop case). See leaflet G81: CDs and other removable storage media. "Important", in this context, means anything that you would find difficult or tedious to reconstruct - e.g. taking more than an hour or two at most.

You may also want to consider whether the time invested in the software setup and configuration of your computer is such that the whole system bought to be backed up to a mass storage medium such as CD, DVD, tape, secondary hard drive etc. The cost of rebuilding your system after a major crash (or setting up a new system after yours has been stolen) may be very considerable for you or your local Computer Officer or both. The Computing Service can provide advice on backup devices and strategy where local facilities or advice do not exist.