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Here you can find useful information about backup at Aarhus University. 

Why do I have to take a backup?

A lost laptop, a wrong mouse click or an usb-key falling out of the pocket – in a moment your important data can be lost forever. Whether it’s your work for the last many months or your poetry collection is subordinate – if you have data which is important for you or Aarhus University, you should on a regular basis make backups, so you don’t risk to lose the data.  In fact as an employee, you have the responsibility to secure, that your working data are backed up.


The difference between backup and archiving?

It’s important to be aware of the difference between backup and archiving. As a starting point AU IT make backup of data – not archiving.


If you are using the AU network drives, you are able to recreate files or earlier versions of files in a period of up to 90 days. Several versions of each file is saved, so it’s possible to recreate an earlier version of a file, if you need it. If needed, AU IT can help to recreate files or versions of files in a periode up to 180 days. Files older than 180 days are lost and can’t be recreated.


If you need archiving, which means long-term storage of not active data, you have to make an agreement with AU IT for this purpose. ( eg. as a requirement in EU projects).


How to recreate files?

You are able to yourself to recreate files from your network drive. Please find instruction here:

What does AU IT do and what do you have to do yourself?

As a student or employee, you are responsible for backup of the data, which are relevant for your study or the work on AU. The starting point is common sense – and an evaluation of how many data you can “afford” to lose, this should be the guideline for how often you need to make a backup. You should place your data on the university network drives, then these are automatically backed up. Data which are placed elsewhere, should ongoing be backed up on the university network drives. Of course there are situations, where data not immediately kan be stored on the secured servers (eg. data collected in the field or while calculation is in progress), but as an employee or student on AU you have to ensure that this type of data are backed up as soon as possible. It is recommended to use alternatives as an external hard drive or USB-key (both encrypted).Do you require a special need – eg. large amount of data – AU IT can help finding a suitable solution for this. Contact your local support.



Can I use DropBox, uBackup, UbuntuOne, MemoPal, SkyDrive etc.?

You should be aware that services such as Dropbox and OneDrive should not be used for backup of the university’s data. Firstly, the university will not be able to access these data if required, and secondly, such services typically do not offer any guarantees regarding security. In addition, a copy of your data on for example Dropbox is not sufficient against so-called “Ransomware,” which is a piece of malicious code that encrypts your files and requires you to pay a fee to get them back. Finally, it is illegal to store sensitive personal data on these services, so they are not suitable for all types of data.


What should I do with large quantities of data?

If you have very large quantities of data or any special needs that do not immediately fit into your current solution, please contact your local IT support for help. Find contact information at


Backing up your data may mean the difference between success and failure. Hardware failures, breakdowns, virus attacks and so on often result in loss of data, and such incidents occur more often than you may think.

By keeping a copy of your data on your personal network drive at the university, you always have a backup of your vital data and therefore only risk losing hours of work, rather than days, weeks or months of work.

Remember, however, that network drives are reserved for university data, so even though it is nice to also have backup of your private data – such as photos – private data do not belong on the university's drive. You must find other solutions for your private data.

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