Syncing vs. Backup: Ensuring True Data Continuity

Data Protection and Storage Strategy: Avoiding Data Loss

While IT Client Services (ITCS) does not provide point-in-time endpoint backups for individual computers, you can ensure your work is protected against hardware failure or accidental loss by leveraging the university's robust cloud data redundancy options.

Redundancy vs. Backup

It is important to understand that traditional "backups" and cloud "redundancy" are fundamentally different.

• Backup: A historical snapshot of your data at a specific point in time.
• Redundancy: UC Berkeley’s cloud services primarily offer data redundancy, meaning your files are continuously synchronized and replicated across multiple locations.

Warning: While cloud syncing is reliable, it is not "deletion-proof” and is not a true backup. Users can permanently lose data if it is accidentally deleted or corrupted locally and then synced to the cloud. This risk is notably higher when using desktop sync clients like Google Drive for Desktop or Box Drive. Therefore, a web-first workflow is preferred for maximum safety.

Our Recommended Storage Strategy: "The Enterprise-First Approach"

To ensure maximum protection and data continuity, ITCS recommends treating your individual laptop or desktop as a temporary workspace (similar to a thin client) rather than a long-term storage device. Data stored only on local desktops or laptops can be lost permanently.

• Primary Storage: Always save active work (Active Data is information that has been accessed, viewed, or modified within the last 12 months) directly to enterprise systems: Google Drive, Box, SharePoint, or a Departmental File Share.
• Data Continuity: Avoid storing critical departmental files in your personal Google "My Drive." Instead, use Shared Drives, Departmental Box, or a Departmental share to ensure information remains accessible to your team and for continuity when you leave the university.
  • Recommendation: It is strongly recommended that faculty, staff, and affiliates use Google Shared Drives or departmental network storage (e.g., G: drives) for critical data. Unlike personal "My Drive" or individual home folders, these shared solutions ensure data continuity and consistent backups when personnel transitions occur.
• Web-First Workflow: For the highest level of data safety, we prefer that users use the web browser and native cloud tools. Desktop sync clients are considered transitional and carry higher risks for data loss.

Campus Supported Options

Option	Description	Protection Level
Campus Network Storage	File shares supported by ITCS (e.g., mapped G: group drive). Data is automatically backed up centrally.	Protection Level 3 or 4 (upon request)
Google Drive & Box	Approved platforms providing accessibility across all devices. Data hygiene is critical to avoid storage limits.	Protection Level 3
SharePoint	Cloud-based collaboration tool for storing and managing departmental data. Reserved for departmental and research-related data.	Protection Level 4

Helpful Links:

• Google Account Storage Limits
• Box Account Storage Limits

Traditional Backup Alternatives

If your work requires a traditional point-in-time computer backup solution:

• Local Backups: You can back up to an encrypted, external hard drive using Windows Backup and Restore or macOS Time Machine.
• Note: External drives offer limited protection and are not a complete backup strategy (e.g., risk of both computer and drive being stolen or destroyed).

Important Note: Do not expect a full data recovery when a computer is replaced if your files were stored locally. Always check with your specific department, as storage strategies and Microsoft-centric vs. Google-first workflows can vary across campus.