CompHelp regularly sees a variety of computer issues that can have devastating consequences for research groups. Computers that crash or not work correctly can result in permanently lost data. To avoid catastrophic events related to your group’s research data, follow these steps:

1. Back up regularly

2. Shut down properly

3. Make necessary computer updates

Back up regularly:

This first and simplest step is also the most important. Research data is critical, and that data should always be backed up. Without a backup, there is no way for CompHelp to get your data back. The only option to recover data from a failed hard drive without a backup is to use a third-party company to try to recover that data. This could cost hundreds (and even thousands) of dollars to recover your lost data, if it is even possible.

We recommend the 3-2-1 rule: Three copies of your data, on two different media, and if possible, one copy stored offsite.

Research groups have several options for backing up data: 

• Departmental file server— The department file server uses an array of redundant drives for high-reliability, and automatically backs up all files to a backup server located off-site in a DoIT data center.
• OneDrive— Both grad students and professors have complete access to Microsoft 365 which means access to OneDrive cloud storage. You have up to 2 TB of storage space with OneDrive.
• ResearchDrive— Tenured faculty and Principle Investigators (PIs) have access to 25 terrabytes of cloud storage on ResearchDrive at no cost, and eligible people who have not applied for PI status can get 2TB at no cost.
• iCloud— Stay tuned; institutional iCloud accounts are in the works. iCloud currently does not comply with requirements for storage of restricted data.
• External HDDs/SSDs— If you do not like or want to use cloud storage, you are more than welcome to use physical external drives to store your data. Hard drives have become relatively cheap, and you can get a 10 TB external hard drive for under $200.

Applying the 3-2-1 rule is easier than it sounds, and might look something like:

• Copying data from a lab instrument machine into the UW-Madison OneDrive folder on your individual computer. Three copies: Instrument computer, your computer, and OneDrive. Two types of media: hard drive and cloud storage. One copy off-site.
• Copying data from your computer to the departmental file server. Three copies: Your computer, the file server, and the off-site backup server. Two types of media: Hard drive and storage array. One copy off-site.
• Copying data from a lab instrument computer to ResearchDrive. Three copies: The lab computer, and at least two copies split across different ResearchDrive data centers. Two types of media: hard drive and cloud storage. One copy off-site.

Shut down properly:

The best way to keep a computer from crashing or working improperly is to shut it down regularly, and run regular operating system and software updates. Mechanical parts wear out, and semiconductors break down over time from the heat generated by their normal operation. While some some instruments will not function with newer versions of operating systems that receive regular security updates, it is still a good idea to shut down those connected computers regularly to prolong their life. 

Make necessary updates:

Many of our department instrument computers used by research groups are over ten years old and need Windows 7 (or even XP) to operate. Since Microsoft stopped supporting Windows 7 in 2020, CompHelp cannot get an official copy of Windows 7 to re-install once that hard drive dies, and drivers for newer hardware may not be available at all. In the case of a crash of a Windows 7 computer, the group will forced to make an untimely upgrade to a Windows 11 (or newer) system.

In addition, Microsoft has set an end-of-life date for the current edition of Window 10 (22H2) of October 14, 2025. At that time, all computers will need to run Windows 11 in order to connect to the campus network.

Upgrades and purchases of new computer systems are never easy, but if you are using an older system, please start planning for this now. These older systems cannot last forever and a planned upgrade is more manageable than an emergency purchase.

If you have further questions, don't hesitate to contact the helpful people at CompHelp.