Part I: How to use Cloud-based storage for your working files?
Cloud-based storage through OneDrive or Dropbox are available through CUNY. You need to login with your CUNY credentials and save your files there. The advantage of cloud-based storage is that files are accessible from anywhere and across multiple devices when you connect to the Internet.
If you store files in the cloud, please follow CUNY Policy. Note that confidential information such as personally identifiable records (e.g., student grades, employee data, individual health information, etc.) cannot be stored online using cloud-based storage services.
If you keep your original files in the cloud, it is recommended that you use synchronization with your Baruch-issued laptop. Alternatively, if your original files are in your computer’s hard drive, you can use synchronization with a cloud-based storage service. Synchronization provides an automatic and updated copy of your working files.
File synchronization with cloud-based storage services such as Dropbox or OneDrive, is a form of backup. MS OneDrive synchronization is explained in this video, and Dropbox synchronization is described on this page.
For research-related files, and human subjects research records, please consult this manual compiled by the Office of Research Compliance (ORCO) during the pandemic.
Part II: How to back up your working files?
CUNY recommends to follow the 3-2-1 backup rule for your files: 3 copies (1 original plus two backups), 2 different formats (e.g., physical storage drive such as hard drive or external drive vs. cloud-based storage), 1 off-site backup – i.e., not at the same location as the other two, home vs. office or office vs. cloud).
Synchronization between your computer and cloud-based service only ensures that two copies in two formats are kept (one on your hard drive and another in the cloud). To follow the 3-2-1 rule, you need to choose an additional backup.
For your additional backup, you need to establish a routine that considers: what to back up (some files/folders vs. all files and folders?), how often (daily, weekly, monthly?), and which storage media to use (another cloud-service, an external hard drive, a flash drive?).
When using external storage devices which are easily misplaced or prone to failure, CUNY recommends additional precautions. If you keep files in these portable devices, consider adding another layer of security (via password-protection or encryption) to prevent unauthorized access by others.
