Author or Editor: J. Patrick Mount, Director of IT - Edit

If it’s important to you- back it up! (Info on how to back up your data)

District Technology Services strives to make sure you always have access to your data.  But let’s face it – in a time of digital things, stuff can happen.

 It is essential that you always maintain a backup of any data that you deem worth keeping.  Various district systems offer different levels of support for what is backed up automatically, and what data is your responsibility. In this document, we will outline the various automated backup options currently in use, and recommend some best practices for you to back up data beyond these minimums.

 Backing up your data is paramount.  DTS wants to provide our district staff with recommendations and options to help you protect your data. Remember that you are ultimately responsible for making sure your data is safe.

 As a district rule

All data stored on an internal district server is backed up and maintained up to 30 days. This includes files stored on the Home network folder (i.e. H drive), Staff Share (i.e. P drive), Student Home network drive and Student shares. The backup of these systems occurs once a day during the late evening hours.

Google Drive/Documents

Google does not provide a backup solution for files stored on Google Drive but does provide the ability for a deleted file to be restored.  If a user removes a file in Drive or deletes a message from the Gmail Inbox, the item moves to the Trash, where the user can easily recover the item. When the user or the system empties the Trash, this actually deletes the item. As long as the deletion occurred up to the past 25 days, the file can be recovered.

If a user wishes to take additional safety steps, you can back up Google documents to a separate computing device by following these instructions.

Citrix Thin Clients

All data stored in your home folder in Citrix is automatically backed up and maintained up to 30 days. No additional precaution is needed.

Mac & Windows PC Desktop and Laptop Users

The local hard drives of desktop and laptop computers are not backed up by the district automatically.  There are several actions/precautions you can do to back up files.

  • You can upload files to the network Home folder when you are on the district network. Depending on the platform you use, the location of this network home folder might look different:

Macintosh computers

Mac1or Mac2


Windows computers

dir 2

directory image


  • Alternatively, you can upload files to Google Drive. More information can be found here:
  • Finally, for large amounts of data, you could choose to back up the files you use on these machines manually to an external hard drive.
    • To do this, you’ll need to purchase an external hard drive and use one of the recommended built-in backup tools.  More info and tutorials below.  While DTS does not actively support your purchased hard drives and backups (you’re on your own for this), we believe these tools can help you get the job done.
    • Ensure that the external hard drive is in a secure location if FERPA data is saved.

Remember:  If you’re having your computer re-imaged it’s imperative that you back up your important data.  It’s also a good idea in case your computer crashes.  The frequency of backups is your preference, but the more frequent the better, to protect your work.


Last updated by magyar_dan on 2017-05-17 07:40:09

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