Student Backup Method: The 3-2-1 Backup Method

The 3-2-1 backup method is a guideline for safeguarding your data:

  • 3 copies of your data
  • 2 different storage types
  • 1 copy stored off-site

3 - Keep Three Copies of Your Data

Always maintain at least three copies of your important files:

  • Primary copy: The version you actively use on your laptop or desktop.
  • Local backup: A copy saved to an encrypted external drive or another local device.
  • Off-site backup: A version stored somewhere physically separate or in the cloud.

This ensures that if one copy is lost, corrupted, or stolen, you have multiple backups to recover from.

Example:

If you are writing your thesis on your computer, save a copy to an encrypted external hard drive every Friday, and automatically sync your files to Google Drive, OneDrive, or Dropbox. If your computer fails, you still have two other copies ready to restore.

2 - Use Two Different Types of Storage

Relying on a single storage method is risky. External drives can fail, and cloud accounts can be compromised or deleted. Using two different storage types provides an extra layer of protection.

Recommended combinations for students:

  • Laptop/Desktop + encrypted external hard drive
  • Laptop/Desktop + cloud storage (e.g., OneDrive, Google Drive, Dropbox)
  • Encrypted external SSD + network storage (e.g., LabNet storage)

Diversifying your storage ensures that one type of failure doesn’t affect all your data.

1 - Store One Copy Off-Site

An off-site backup protects your files from local threats such as fire, theft, or device damage. Cloud storage is the easiest and most affordable off-site solution for students.

Options available to MUN students:

  • Google Drive: Each student has 15GB of storage linked to their MUN Google Workspace account. Learn more here: MUN Google Workspace
  • LabNet storage: Students with LabNet accounts have 1GB of personal network storage, ideal for code, research data, and project files. Learn more here: LabNet
  • Other cloud services: Options such as Dropbox or Microsoft OneDrive are also available in both free and paid tiers.

Tip: Keep your off-site backups updated regularly so they always reflect your most recent work.

How Often Should You Back Up?

Backup frequency depends on how often your data changes.

  • Daily: For active research, projects, or assignments.
  • Weekly: For general coursework or less frequently updated material.
  • Before major deadlines: Always back up before submitting a paper, report, or thesis chapter.

Whenever possible, enable automatic backups, tools like Google Drive, OneDrive, or Time Machine (Mac) can handle this seamlessly.

Tools and Resources for Students

  • Google Drive (10GB): MUN-provided cloud storage for coursework and collaboration.
  • LabNet Account (1GB): Network storage for code, research data, and academic files.
  • Encrypted External SSD or HDD: Recommended for secure, local backups.
  • Backup Software:
    • Windows: File History or third-party apps (e.g., Acronis, Backblaze)
    • Mac: Time Machine
    • Linux: rsync, Deja Dup, or Timeshift (for system snapshots)

Important: Always encrypt any external device used for backups to protect your data if the device is lost or stolen.

Graduate students handling research data should consult their faculty or supervisor about approved storage locations, as some research data must remain on university-managed servers.

Final Tips

  • Test your backups occasionally to ensure files open correctly.
  • Use meaningful file names and version numbers (e.g., Thesis_Chapter1_v5.docx).
  • Do not rely solely on USB drives, they are convenient but unreliable for long-term storage.
  • Remember: If your data exists in only one place, it is not really safe.