Create 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 (Recommended)

Microsoft OneDrive cloud storage is available through your Microsoft 365 subscription and is the only approved cloud storage for ECU data. OneDrive is easy to use and works seamlessly with other 365 services like Teams and SharePoint and is approved to store both sensitive and nonsensitive data. Current faculty, staff and students are given 5TB; alumni have 1TB after graduation. See the Related Articles section of this page for a link to the OneDrive Overview IT knowledge base article and learn specific OneDrive features like sharing anywhere access. 

Access your OneDrive folder online through pirate365.ecu.edu, (faculty and staff) or mymail.ecu.edu (students).

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

Saving Files to 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

Saving Files to 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 storage on ECU servers. Currently, all ECU users have space on Piratedrive. 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