Create and Maintain a Data Management Plan

This article outlines considerations when choosing where to store your ECU data and offers specific storage and backup solutions that protect information while following ECU recommendations. It is written for those using an ECU-managed computer, but some of the information can be applied to your personal computer as well.

As outlined in the University Data Governance website, you are responsible for safeguarding the data in your custody. You may also wish to see these two resources to learn more about your data management responsibilities:

Sensitive data storage and transmission
Guidelines for protecting sensitive data

A good data management plan includes two main protections for your work files:

  1. A backup to prevent data loss
  2. Appropriate storage security.

Creating a plan takes some advance thought, but ECU offers recommendations as well as two solutions that provide both a location for your backup and appropriate file protection. The first step is to determine your data types. Do you work with sensitive information? Not sure? See these ECU Data Classification levels to determine your data's classification.

Once you’ve inventoried your work files, the second step is to set up the backup. The related articles have step-by-step instructions for both Mac and Windows.


Microsoft OneDrive Cloud Storage

OneDrive cloud storage is a feature of your ECU Office 365 subscription. This 5TB folder is approved to store both public and sensitive data. Log in to pirate365.ecu.edu, then click the OneDrive app. Note: If you are using the sync or backup feature, please periodically check your OneDrive files to make sure they are complete and intact.

If you've not used OneDrive before, here is a good introduction video to OneDrive.

Windows
  1. Save files to OneDrive through Save and Save as.
  2. Drag and drop files to the OneDrive window.
  3. Drag and drop files to a Teams channel/files area (see related article).
  4. Set up the OneDrive backup.
  5. Set up file sync. The sync feature is a real-time copy of your files rather than a true backup. There have been cases of data loss if corrupt files on the computer sync to the OneDrive copy.

To learn about OneDrive file management for Windows, including backup, sync, file restore and other features, see these training videos from Microsoft:

File management
Share and sync
Mac
  1. Save files to OneDrive through Save and Save as.
  2. Drag and drop files to the OneDrive window.
  3. Drag and drop files to a Teams channel/files area.
  4. Use the Files on Demand option to save hard drive space.
  5. Set up file sync. The sync feature is a real-time copy of your files rather than a true backup. There have been cases of data loss if corrupt files on the computer sync to the OneDrive copy.

To learn about OneDrive file management options for Mac, see these resources:

OneDrive Files on Demand
Sync files on your Mac

Piratedrive Network Storage

Piratedrive is a network folder on ECU servers approved for sensitive storage. All ECU users have a 125GB space. Departments are able to request a folder for shared files as well. Piratedrive is for storage only – you cannot share files or collaborate from Piratedrive. Save files to Piratedrive through the document’s Save or Save as features, drag and drop to the U drive using a VPN or on-campus connection, or through the upload feature in PiratePort.

Get started with Piratedrive
Piratedrive FAQ

Temporary options

External hard drive

There are other back up and storage solutions, like an external hard drive or a high-capacity flash drive. While convenient, these options don’t provide the same level of protection as OneDrive or Piratedrive. Hard drives/flash drives eventually fail and your data is lost. Piratedrive and OneDrive back up multiple copies of your data, significantly reducing the chance of data loss. Also, deleted files are recoverable in OneDrive and Piratedrive. If you do decide to save files to an external device, make sure these options are encrypted and that you follow ECU’s sensitive storage guides. It’s also a good idea to back up the data to Piratedrive or OneDrive at regular intervals.

Device encryption
Windows 10 backup and restore
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