File Backup for Windows

"My Documents" NOT Automatically Backed Up

Faculty and Staff on Windows operating system personal computers (PCs) should be aware that nothing on the computer's hard drive is automatically backed up by Information Technology (IT). For most users, the computer's hard drive is labeled the C: drive. This includes data and files stored in "My Documents." Information on the local hard drive must be backed up by individuals if the information needs to be preserved or archived. Information can be saved to portable media such as floppy disks, CDs, or other portable devices such as a USB flash drive.

Student Computers NOT Automatically Backed Up

Students who elect to bring their own computers to Rice should know that none of the data on their personal computer is backed up by Rice IT. For critical files, data or class assignments, the best location for this information is the student's Owlnet account. If the information is stored in the student's personal computer, backing up to portable media such as CDs or USB flash drives is highly recommended.

Personal Directory on chico, is, and ruf Backed Up Daily

Many faculty and staff members have personal directories on one of three servers: chico, is, and ruf. Anything in the personal drive on these three servers is backed up daily. This personal directory may be mapped to any drive, but the most common drives used for PCs at Rice for the personal directory is the H: drive or the U: drive.

Students all have one directory that is automatically backed up by IT. This is the student's personal Owlnet directory, frequently mapped as the U: drive. This home directory is backed up daily.

Departmental Directory on chico, is, and ruf Backed Up Daily

Files which can be shared between multiple users in a department are also usually stored on a server. For example, the T: drive might be mapped to the departmental directory and anyone in the department with the proper permissions can access, review and edit the files stored there. If the departmental directory is located on one of three primary servers -- chico, is, or ruf -- the data and files are backed up daily.

Recovering Data from chico, is, or ruf

Data and files which have been backed up may be recovered by sending an e-mail request to helpdesk@rice.edu. In order to provide users the highest level of accessibility to the servers, daily backup is usually not performed during standard office hours. For example, if one staff member edits a file at 10:00 a.m. and another accidentally deletes it from the server at 2:00 p.m. on the same day, the most recent back up copy will probably not include the 10:00 a.m. edits. For critical files in a shared directory, individual users may decide to save a temporary copy in another drive as an added precaution against losing the data.

Backing up to a CD-R

Insert a blank CD-R into your CD drive. This dialog box appears.

Click OK to open a writable CD folder. Copy files to put on this CD and paste them in the CD folder. As you drag files and folders, you may see a dialog box like this one indicating the progress of file transfer.

The title under the Name bar will read Files Ready to be Written to CD as the copied files are transferred to the CD folder. When all the files you want to save to this CD are in the CD folder, click Write these files to CD.

When you select Write these files to CD, you will be prompted for a VERY brief title for the CD. Also check the box to close the wizard after the files have been written so you will know when the job is complete.

Now write the title of your CD directly on the top of the CD with a permanent marker, such as a Sharpie. Remember to add the date you created the backup CD for future reference.