UMass Boston

Why Back Up Your Data?

• Faculty and staff are responsible for protecting university-owned data: Protect work such as student records, research data or institutional files critical to your role at UMass Boston. 
• Personal Data: Preserve items like class papers, personal photos, or private documents that matter to you. 
• Protect Sensitive Information: Back up and secure Personally Identifiable Information (PII) to prevent misuse or unauthorized access. Learn more by visiting our PII–Personally Identifiable Information page.

Best Practices for Data Backup

Use Approved Backup Solutions:

• Store university-owned data on IT-approved solutions like OneDrive.
• Do not store university-owned data on personal devices or consumer-grade cloud platforms like iCloud or Google Drive.

Encrypt Sensitive Data:

• What It Is: Encryption ensures your files remain secure even if accessed without authorization.
• How to Use It:
  • Use whole disk encryption for devices storing sensitive university-owned data.
  • Use file/folder encryption for specific backups or shared files.
  • Learn more by visiting our Encryption page.

Plan for Data Continuity:

• Prevent data loss during role changes by transferring ownership of crucial files to a departmental account or another designated colleague.
• For step-by-step instructions on transferring file ownership, visit the following help guide to ensure uninterrupted access:
  How to Transfer Ownership of OneDrive Files

Regularly Test Your Backups:

• Confirm that your backups can be restored without errors.

Keep Your Computer Malware and Virus-Free

Keeping your device secure is essential for protecting your data and ensuring the effectiveness of backups.

• Use Redundant Backup Solutions: Combine secure OneDrive storage with additional physical backups to ensure reliability.
• For Faculty and Staff: Use the Computer Wellness Checkup service by contacting the IT Service Desk. This service ensures your device is free from malware, running the latest security updates, and optimized for secure performance.
• For Students:
  • Check Your System for Vulnerabilities: Visit the Scan My PC page to check your system for vulnerabilities and find tips for maintaining a secure device.
  • Built-in Protection for Personal Windows Machines: The Windows Security app offers built-in protection for your personal computer, with features like antivirus, firewall, and real-time threat detection. Learn more about staying protected by visiting Microsoft’s guide to the Windows Security app.

Ensure Compliance with Data Security Policies

Protecting Personally Identifiable Information (PII)

• PII includes any information that could identify an individual, such as Social Security numbers, financial data, or medical records.
• Always encrypt backups containing PII and use IT-approved tools like OneDrive to store and secure these files.

FERPA (Family Educational Rights and Privacy Act)

• Protects the privacy of student education records.
• Always store FERPA-protected data in IT-approved solutions like OneDrive.
• Encrypt backups and restrict access to authorized personnel only.

HIPAA (Health Insurance Portability and Accountability Act)

• Safeguards patient health information (PHI).
• Use encrypted storage solutions for PHI (consult IT for compliance-approved methods).
• Never store PHI on unsecured devices or unapproved cloud services.

Massachusetts Data Privacy Law (201 CMR 17.00)

• Protects Personally Identifiable Information (PII) of Massachusetts residents.
• Use IT-approved tools and encrypt backups containing PII.
• Implement access controls to restrict sensitive data access.

OneDrive: Your University Recommended Backup Solution

What is OneDrive?

OneDrive is a secure, cloud-based storage service provided to UMass Boston faculty, staff, and students. It is the university’s recommended solution for backing up and sharing university-owned data.

Encryption and Security

• OneDrive automatically encrypts your files in transit (as they are uploaded or downloaded) and at rest (while stored on Microsoft servers).
• This means your data is secure without needing additional encryption steps on your part.

Note: While OneDrive encrypts your cloud-stored files, the hard drive on your university computer is not automatically encrypted. Ensure your local drive is encrypted using tools like BitLocker (Windows) or FileVault (Mac) to protect synced files stored on your computer.

Special Considerations

• Sensitive Data:
  • OneDrive meets university compliance standards, including FERPA and HIPAA. However, check with IT for any additional guidelines related to sensitive or regulated data.
• Syncing to Local Devices:
  • If you sync OneDrive to your computer or mobile device, ensure that the directory or folder where your OneDrive files are stored is encrypted to protect locally saved copies of your data. For instructions on setting up syncing, visit Using the OneDrive Sync Client.
• Account Security:
  • Your OneDrive account is protected with Multi-Factor Authentication (MFA) for an additional layer of security. Ensure you also use a strong password to keep your files secure. 

Learn more about OneDrive

Backup Solutions Based on Your Personal Needs

• Time Machine (Mac Users):

  • Built-in macOS tool for full-system backups.
  • Best for preserving personal documents, photos, and music.
  • Encryption Recommended: Enable encryption to secure your backups.
  • Resource: How to Use Time Machine.

• iCloud:

  • Offers personal cloud storage for photos, music, and app data.
  • Limitations: Not recommended for university-owned data or sensitive files.
  • Resources:
    • iCloud Security Overview.
    • iCloud FAQ

• External Hard Drives:

  • Suitable for both university-owned and personal backups, provided sensitive data is encrypted.
  • Recommendation: Use external drives as a secondary backup for critical files.

What Files Should You Back Up?

Recommendations for Faculty

 Items to Back Up:

• Teaching Materials: Syllabi, lecture notes, presentations, and course resources.
• Research Data: Raw data, analysis files, grant proposals, and publications.
• Administrative Files: Meeting notes, department documents, and correspondence.

Recommendations for Staff

Items to Back Up:

• Administrative Documents: Budgets, reports, and meeting notes.
• Team Files: Shared project documents and workflows.

Recommendations for Students

Items to Back Up:

• Academic Work: Papers, notes, projects, and presentations.
• Personal Documents: Résumés, cover letters, and application essays.
• Multimedia Files: Videos, images, or recordings for assignments.

Need Help?

Contact the IT Service Desk to arrange a consultation with the IT Security Office if you would like to discuss secure storage of your sensitive data.