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Backup, backup, backup: Why you should use Dropbox

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With the end of the semester approaching and people frantically writing papers, or starting to assemble their theses/dissertations, I thought it would be a good time to discuss backing up documents. Specifically, backing up important documents to the cloud.

Allow me to paint a picture for you.

Back before I was a Wise Old Graduate Student (like Yoda, except taller), I was a wee little undergrad (like Anakin in Episode 1, except with fewer midochlorians), excited to be doing an honors thesis, where I studied caterpillars. Towards the end of my undergraduate thesis, I backed everything onto a USB key. To ensure that I wouldn’t misplace or lose it, I put the USB key onto my key chain with my car keys. Since I drove everywhere, I would never lose it.

But, Fate had a terrible … fate … in store for me (Note: get a thesaurus. Or talk to Sharday about synonyms).

Pictured: Every grad student with THEIR PRECIOUSSSSSS

I went to see The Trews perform at an outdoor concert. It poured down for almost 3 hours, yet the band played on. I had a great time. I was soaked through, but thoroughly enjoyed the show.

But when I got home, I realized that the rain had fried my USB key. And along with it, all the work I had done. Luckily, I had a recent copy saved on the lab computer, but if not for that, I would have been in a lot of trouble.

That was a long time ago. Now, we have Dropbox, which is an online, cloud based storage system

Dropbox is an online, cloud based storage system, accessible via computer and even your smartphone or tablet

Dropbox works like a USB drive on the internet. It shows up as a folder on your computer, and when you drop a file in there, it uploads to the Dropbox servers, and you can access it from anywhere – phone, desktop, laptop, even a friends computer through their online system. When you then log onto your next machine, it will sync all the files with the Dropbox server so you have the most recent copy of all your files in your Dropbox folder. I find it particularly useful since I have a desktop, a laptop and a work computer and this means the most recent copy of my files are always available. There are also iPhone, Android, Blackberry and iPad apps available (https://www.dropbox.com/anywhere).

The key benefits are that you can’t lose it (since everything is stored online), and the level of redundancy built into it. Working on your laptop without internet access? Not a problem. As soon as you have internet access again, Dropbox will sync with the cloud and upload your files. Delete a file by mistake? Dropbox keeps deleted files so you can restore an old one. Save over a file? Dropbox keeps copies of old files so you can go back to a previous version. If you’re working on a machine without Dropbox, you can log into your Dropbox account, download the file, and upload the edited file when you’re done. Then, when you get back to your regular computer, it’ll sync into your Dropbox folder. Considerably easier than constantly emailing files to yourself (and much less room for user error)!

All your files are at your fingertips!

How much space do I get?

You get 2 GB for free when you sign up. You can pay for more space (50GB for $99, 100 GB for $199), but I find the 2GB is more than enough for regular word documents and such. If you use this link though: http://db.tt/aQFyR3c you will get an extra 250 MB (as will I for referring you).

In addition to that, you can also get more space by using a few simple tricks. As mentioned above, you get 250 MB for each referral. But, you can also gain space by completing the tasks outlined by Lifehacker here. These include: adding your University email to your account to get 500MB per referral (it says .edu, but I used my @Queensu email and it worked fine) and helping to spread the word through Facebook and Twitter.

How secure is it?

I find Dropbox to be invaluable for the work that I do. Dropbox is password protected, pretty secure, and works across Macs/PCs. However, security is a major concern. I wouldn’t advise putting anything too sensitive on there (birth certificates, social insurance numbers etc). For files like manuscripts/thesis documents it works great. Like anything online, it’s not 100% secure. However, I don’t view that as being any less safe than having a USB key that could be lost/stolen. And really, I don’t know many people that would benefit from my old manuscripts and thesis drafts. If you want, you can encrypt files before uploading them, but that isn’t something Dropbox natively supports (i.e. you’ll have to encrypt it yourself).

Disclaimer: Know your institution’s/data’s privacy policy. Some files you can take off site, and some you cannot. Be aware of what is allowed and what isn’t.

Do you use Dropbox? What do you think? Did you find it useful or not so much? Let me know in the comments!

Disclaimer #2: I am not being paid by Dropbox, and I am not receiving anything from them. However, if they want to send me a t-shirt, that would be cool.

Ed Note: A version of this post originally appeared on Mr Epidemiology Original post available here.

Posted in General, International Study, New Students, Student Perspective, Thesis Tagged with: , , , , ,
3 comments on “Backup, backup, backup: Why you should use Dropbox
  1. Colette says:

    HI Atif
    Well you have sold me. I do use Dropbox but only minimally, but I too am one for carrying everything on a USB key. So thanks for the tips. will keep in mind the capacity as sometimes I work with graphics so if there is a way to reduce them other than always zipping that would be good.

  2. Sharday says:

    Three things:

    1.) I just noticed how similar the words “midochlorians” and “mitochondria” are – is there a lot of meme-ing (meming?) on this already?

    2.) Atif, did you seriously study caterpillars? (2.b could you be any cooler?)

    3.) Fate: destiny; future; plan; path; fortune; outcome; etc.

  3. thanks for the great tips. its such a nice post !

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