The SAL Portal & Blog
I was recently reminded of the 3-2-1 Backup rule – in theory, it sounds very straightforward!
If you have ever sat down and tried to work out WHAT you need to back up and how often, I am sure you have found that trying to DO regular data backups can get a little complicated. There are strategies and tools to help you, but getting started is always the hardest part.
You need to get an understanding of you projects digital-data-situation, computing resources and make some best-guesses about how you are going to be working with the data in your project.
At the beginning of a project, you might think you cannot possibly know the answer to these questions – but you CAN make enough of a start to put yourself in a good position to not get overwhelmed as the data starts coming in. Each project is different but a good starting place is to assume that you will have:
Having identified WHERE (computers) and HOW (starting file structure and likely software + implications), we are ready to start talking about how you can develop your backup strategy.
Everyone with a Registered Project can get support on managing their geospatial data – if you are not confident to go it alone on developing your first Data Backup Strategy, what follows are two possible scenarios of many. Follow along and then have a go so that you can at least bring what you know to a meeting with your SAL Tech Staff contact.
Example One
What we need: | What we have | Can we do it? |
3 copies | 1 x laptop 1 x OneDrive 1 x S: Drive | YES |
2 types of media | 1 x hard drive (laptop) 1 x cloud service (OneDrive) 1 x enterprise (S: drive) | YES |
1 different location | 1 x mobile 1 x cloud 1 x enterprise | YES |
Example Two
What we need: | What we have | Can we do it? |
3 copies | 1 x external hard drive 1 x personal laptop 1 x drive of lab machine | yes… |
2 types of media | 3 x hard drive | NO |
1 different location | 2 x mobile 1 x lab | sort of… |
Example Two is a scenario that is going to get complicated, if it doesn’t feel that way from the start! It often arises due to extremely large datasets being integral to the project. A project share is still something you should consider – we have access to enterprise solutions that can handle this and allow you to have the resources for a solid 3-2-1 Backup Strategy for your project. Whether you choose to go through SAL or not, we strongly recommend using a 3-2-1 approach to managing your data backups.
What you choose to do here is going to be influenced by:
In most cases, you will be the primary researcher, and the person doing all the work on/with the data. SAL registers “Projects” rather than people to specifically assist with data management for early career researchers. Due to this, we will use a 12 month student project as our example for this step, with an addition of using the TOL computers to the resources for Example One above.
Laptop | OneDrive | S: Drive | TOL | |
3 copies | Source Data Folder Working Folder Created Data Folder | Source Data Folder Working Folder Created Data Folder | Source Data Folder Created Data Folder | Working Folder |
2 media | hard drive | cloud | enterprise | hard drive |
1+ locations | mobile | cloud | enterprise | campus |
Frequency of Backup | Install the app any files in the OneDrive Folder will be backed up every time you are online. | Using your UOWmail account for storage ensures data is managed in accordance with UOW and Australian Government policies. | Snapshots with some file-recovery available for a limited period of time. | The local hard drives of these machines are considered “scratch space”. There are no backups made of any of the drives in this lab. |
What goes where? | With the OneDrive App, you have the ability to choose which folders from your account are synced to your local drive:![]() Choose what you need, when you need it – make changes as often as necessary. | You have the space – back up everything, for -most- student projects, here. If you are done with a part of the project, rename the working folder appropriately to archive it and let it sit in OneDrive till the end of the Project – there if you need it. | If possible all the data from your : – SOURCE – CREATED folders should be backed up here. If you end up with a large volume of SOURCE data, an alternative third storage solution for that can be discussed with SAL. | Due to limited hard drive space and the multi-user nature of the TOL computers, the OneDrive app is not installed in TOL. As each section of work is being done in its own folder in the WORKING folder on OneDrive, the appropriate folder can be downloaded onto the machine using a web browser. Any new files can be uploaded to the CREATED folder and the working folder can be zipped and uploaded to OneDrive for Archiving. |
This is where the “rubber hits the road”.
You are now in a position to better manage the digital data that is part of your project. You will still need to do some regular housekeeping, but hopefully much less and you won’t be losing anything critical if technical tragedy (hard drives FAIL!) befalls your project.
Each time you place a geospatial dataset into the CREATED folder, remember to write up some metadata for it. The SAL Metadata form does not take long and adds a lot of contextual value to your data – it may even help you with writing future papers and reports – and is essential for getting your hard work recognised and eligible for storage in a Repository.
If you are not sure whether a geospatial dataset meets the requirements of being “derived” under the terms of a licence for one of the parents datasets or if it is ‘important enough’ to need metadata – make an appointment with SAL. There are some techniques we can use to help work this out.
There is one last thing that your CREATED folder does for you, in addition to providing you with an appendix of your metadata for your thesis!
If you have been diligent over the course of the project, this folder contains everything needed to support the reports and publications that have (and can be) generated by the project. This folder can, and should, be archived in a research data repository. If you would like to place your geospatial data into the SAL Repository, ensure your project is registered and speak to the SAL Technical Staff.
Your blog that is assertive and straight to the point. Good points about data backup and recovery mentioned. Thanks for this blog.
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