Overview
If you've ever lost a significant amount of work due to a computer crash, or a stolen laptop, or a spilled drink, you know that having your computer backed up—that is, having a copy of your files stored securely elsewhere—can be a lifesaver. Automatic backups ensure that even if your computer isn't physically available to you, you can still access your files from other devices.
In this guide, we compare your backup options at USC and link to guides for getting started.
You can also email us at ts@dornsife.usc.edu anytime for assistance.
In a hurry?
Skip the background information and go straight to our step-by-step instructions:
Recommended backup options at USC
The following cloud-based computer backup options are approved for storing University data:
-
(recommended) Microsoft OneDrive: Can store up to 250 GB; approved for storage of confidential data
- Google Drive: Can store up to 100 GB; not approved for storage of confidential data
We strongly recommend that you use OneDrive to back up your computer files. It typically takes fewer than 10 minutes for the initial setup, and from that point on, an up-to-date copy of your computer files is automatically saved and accessible online.
Microsoft OneDrive (recommended)
Google Drive
Who is eligible
USC faculty, staff, students, and affiliates (iVIPs), including emeriti faculty
USC faculty, staff, and students
Storage limit
USC faculty, staff, and students: 250 GB
Affiliates and shared org accounts: 100 GB
100 GB
Approved storage types
Public, internal, and confidential data, including FERPA- and HIPAA-protected data
Public and internal data only
Computer folders it can back up
Windows PC: Documents, Desktop, and Pictures folders
Mac: Documents and Desktop folders
OneDrive uses automatic folder redirection for backups, meaning that your folders will be relocated to the OneDrive folder
Windows PC: Any folders
Mac: Any folders except Pictures and Photo Library
Backing up multiple computers?
Yes, and contents are unified across computers (Computer A and Computer B's Documents folders will be synced and identical to each other)
Yes, and contents of each computer remain separate (Computer A and Computer B's Documents folders do not affect each other)
Version control possible?
Yes
Yes
How to start backing up your computer
Backing up your computer to Microsoft OneDrive
Backing up your computer to Google Drive
Other backup options
Individual storage
If the amount of storage you need for backup exceeds the storage limits of Microsoft OneDrive and Google Drive, you can consider using an external storage device and backing up your files either manually or using File History for Windows PC or Time Machine for Mac.
Requirements
Caveats
- The device must be connected to your computer in order for backups to take place
- As a physical piece of equipment, the device can get lost, damaged, or stolen, just as your computer can
- In many cases, you may not be able to back up multiple computers to the same device
Specialized and research storage
DTS recognizes that researchers may have specialized storage and backup needs that are not met by existing approved options, and can provide specialized storage support and services. You can email us at ts@dornsife.usc.edu for a consultation or more information.
Understanding cloud storage
Microsoft OneDrive and Google Drive both use cloud storage to back up your computer files. Here are some questions that DTS has received about cloud storage, and our explanations:
Where are my files actually going with cloud storage?
Sometimes people are concerned that files they place in cloud storage might accidentally disappear, because the metaphor of a cloud is rather abstract and may seem unreliable. It helps to keep in mind that the "cloud" relies on physical equipment and is located very much in the real world.
When you save files to a cloud storage option, what you're really doing is using your Internet connection to upload your files to servers and other physical IT equipment which are maintained in a secure location by the cloud storage provider. No matter which option you choose, the provider has their own system of safeguards and automatic backups in place to protect your files even if, for instance, one of the servers storing your files gets physically damaged.
Can I use multiple cloud storage options to automatically back up my computer simultaneously?
When you're setting up automatic computer backups, each computer folder can only be automatically backed up to either Microsoft OneDrive or to Google Drive, not to both.
Can I use multiple cloud storage options to manually back up my computer files?
People sometimes ask if it’s a good idea to save the same file to multiple locations (both Microsoft OneDrive and Google Drive, for instance), in case any one option fails. When it comes to cloud storage, however, we recommend picking just one for the following reasons:
- Microsoft and Google each have their own robust system for backing up your saved files already
- If you are saving the same file to multiple locations, you have to manually update the file in each location when you make a change
- The potential for accidental version conflicts increases when you have to manually update the file across multiple locations
Handling sensitive data
FERPA-regulated data
Only Microsoft OneDrive is approved by USC for the storage of FERPA-regulated data. For up-to-date information, refer to:
Other sensitive data
USC classifies data into three categories: public, internal, and confidential. For more information:
Refer to the following policies for a more complete understanding of working with sensitive data at USC:
Contributors: Richard Herrera, Joshua Paulsen.