Learn why backing up your data matters, where NCU recommends storing your files, and how to make sure your work is protected against hardware failure, accidental deletion, ransomware, and device loss.
Why back up your data?
Data loss happens in ways that have nothing to do with security incidents. Hard drives fail without warning. Laptops get lost or stolen. Files get accidentally deleted or overwritten. Backing up your data means that when something goes wrong — and eventually something will — you don't lose everything along with it.
The scenarios that make backups essential include hard drive failure, device loss or theft, accidental deletion, file corruption, and ransomware — malware that encrypts your files and demands payment to restore them. A backup stored separately from your device is your recovery option in all of these cases.
Where should I store my files?
The simplest and most effective backup strategy for most NCU users is to store files in cloud storage rather than only on a local device. Files saved to cloud storage are automatically backed up, accessible from any device, and recoverable even if your computer is lost, stolen, or fails completely.
Faculty & Staff — Microsoft OneDrive
OneDrive is included with your NCU Microsoft 365 account and is the recommended primary storage location for all work files. Files saved to OneDrive are automatically synced and backed up.
- Accessible from any browser or the OneDrive desktop app
- Shared folders and collaboration via SharePoint and Teams
- Version history — restore previous versions of files
- Recycle bin — recover accidentally deleted files
Learn more about OneDrive at NCU →
Students — Google Drive
Google Drive is included with your NCU student Google account and is the recommended storage location for coursework and personal academic files.
- Accessible from any browser or the Drive desktop app
- Google Docs, Sheets, and Slides save automatically
- Version history and file recovery built in
- Easy sharing for group projects
Learn more about Google Drive at NCU →
Storing files only on your local hard drive is not a backup
If your files only exist on your laptop or desktop, they disappear with it. A hard drive failure, theft, or ransomware attack leaves you with nothing to recover. Cloud storage is not just convenient — for most users, it is the backup.
What should I back up?
Prioritize files you couldn't easily recreate
Focus on anything that would be difficult or impossible to replace if lost:
- Work documents and research
- Course materials and assignments
- Presentations and reports
- Emails and calendar data
- Browser bookmarks
- Contacts and address books
- Photos and media
- Any file currently on your Desktop
Applications themselves generally don't need to be backed up — they can be reinstalled. What matters is the data you've created and the files you can't get back.
How often should I back up?
If you're using cloud storage — you're already covered
OneDrive and Google Drive sync continuously as you work. You don't need to think about backup frequency — every save is automatically backed up.
If you're storing files locally for any reason, back them up to cloud storage whenever you've made changes significant enough that losing them would set you back. The practical test: if your laptop died right now, what would you lose? Anything on that list that isn't in cloud storage needs to be moved there.
Backups and ransomware
A good backup is your best defense against ransomware
Ransomware encrypts your files and demands payment to restore them. If your files are backed up to cloud storage, ransomware loses most of its leverage — you can restore your files from a previous version without paying anything.
Both OneDrive and Google Drive retain version history, which means even if ransomware encrypts your synced files, earlier clean versions can typically be restored. If you suspect a ransomware infection, call IT immediately at 612.343.4170 before attempting to restore anything yourself — the order of recovery steps matters.
NCU will never demand payment to restore your files. Any message claiming your files are encrypted and demanding payment should be reported to IT as a security incident immediately.