Information Technology Services
Information Technology Services

Backup Your Data

If your device suddenly crashed and was unable to be repaired, would you lose access to all your files?  How much time would it take to recreate what was lost and ​is it even possible to retrieve your data from other sources?  Would you lose precious memories (i.e photographs?).  Everyone should have a backup copy of their personal and organizational data.

What To Back Up


Only you can decide how important something is to you. Ask yourself

  • Do I need these files?
  • If I lost these files how easily could I replace them?
  • Are my backups current?

Most people look for backups when:

  • They have a new computer and wish to transfer  files from their old computer to the new computer.
  • They have suffered a hardware failure.
  • Their computer has been stolen.
  • Their computer has been infected by a virus.  A re-image of the computer is the best solution to ensure your computer has been restored to a clean and protected state.

What Not To Back Up

  • Your operating System - you should have the original if it needs to be re-installed.
  • Program Files - Your software packages such as: MS Office.
  • Licenced software you have purchased/installed.
  • You should NOT back up installed versions of software. During the installation process files are customized and placed in various locations.


Options for backing up your data at Queen's:



Windows File Service (WFS)


Can be configured on your computer to access the space upon logging in

Stored on a secure central data system

Available to faculty and staff

Daily backup with versioning available

Additional Information


  • 25GB free space per ​Full Time Employee (FTE) within a department.  
  • Any computer can map to the file space to access files when desired
  • On a computer joined to Active Directory, this file space can be mounted upon login as your H:Drive/I:Drive
  • Off campus the space can be accessed from a computer using the VPN client Cisco AnyConnect. or with Remote Desktop Gateway
  • Files are opened using software on the computer being used.  When finished files are saved back to the WFS. 
  • Permissions to files in the shared space are controlled by your department.


Go to Microsoft Office365 and log in using your email address and your NetID password

Cloud storage

Available to faculty, staff and students

Real time collaboration

Additional Information

  • 5 TB of storage space per user for your work files
  • Can be accessed anywhere you have an internet connection
  • ​Can be synced locally, allowing access to cached files when a network connection is not available
  • The owner of the space decides and controls who they want to share the space with
  • Can share a single file; a folder; or more
  • Real time collaboration can be achieved by using the online apps (Word Online, Excel Online, PowerPoint Online, etc.)
  • Mobile apps are available as well
  • Permissions can be set to automatically expire and be removed at the owners choosing
  • Can be shared (by you) to the people you are collaborating with and accessed by them anywhere there is an internet connection
  • Can use the online apps and mobile apps to edit files (Word Online, Excel Online, etc).


USB Drive or External Hard Drive


  • Does not require a password unless you set one up on your device
  • Can only be accessed by you
  • Can only be accessed where the drive is
  • Can be moved from one computer to another
  • Should be encrypted to restrict access to your files
  • Files can be accessed only through software available on the host computer


NOTEUsing a Local Backup has many risks and should not be your only solution.  The device can be lost, stolen, infected with  ransomware and/or suffer mechanical failure.  


Last Updated: March 23, 2018