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Wiki source code of Storage, Backup & Security

Last modified by Veronika Kocher on Friday, 04 Sep 2026 14:45
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Veronika Kocher 5.8 49 </style>
Veronika Kocher 5.10 50
Veronika Kocher 6.1 51 <div class="sbs">
Veronika Kocher 5.8 52
Veronika Kocher 6.1 53 <section class="sbs-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #38b76a;">
54 <div class="sbs-hero">
55 <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Storage, backup and security in artistic and research projects" />
56 </div>
57 <div style="padding:18px 21px 20px;">
58 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:5px;">PREPARE · SET UP INFRASTRUCTURE</div>
59 <h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Plan storage, backup and access so that important project materials remain available, recoverable and appropriately protected</h2>
60 <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;">
61 Working storage, backup, access control and long-term preservation serve different purposes.
62 For important project materials, define where the authoritative working copy lives, how it is backed up,
63 who may access it and what should happen in the event of loss, damage or project closure.
64 </p>
65 </div>
66 </section>
Veronika Kocher 5.11 67
Veronika Kocher 6.1 68 <div class="sbs-info" style="margin-bottom:14px;">
69 <strong>Start with your most important materials and risks.</strong>
70 Not every file needs the same level of protection. Decide according to importance, replaceability, sensitivity,
71 file size, collaboration needs and the consequences of loss.
72 </div>
Veronika Kocher 5.8 73
Veronika Kocher 6.1 74 <div class="sbs-store" style="margin-bottom:27px;">
75 <strong>Storage, synchronisation, backup and preservation are not the same thing.</strong>
76 A synchronised working environment can be very useful, but it does not automatically replace an independent,
77 recoverable backup or a long-term preservation strategy.
78 </div>
Veronika Kocher 5.8 79
Veronika Kocher 6.1 80 <section class="sbs-sec">
81 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 1 · DEFINE STORAGE NEEDS</div>
82 <h3>Classify materials by how critical, sensitive and difficult to replace they are</h3>
83 <p>The storage strategy should reflect the project's actual risks, not only the amount of storage available.</p>
84 <div class="sbs-grid">
85 <div class="sbs-check"><strong>Criticality:</strong> Which files, data or documentation would be especially difficult or impossible to replace if lost?</div>
86 <div class="sbs-check"><strong>Sensitivity:</strong> Which materials contain personal, confidential, restricted or otherwise protected information?</div>
87 <div class="sbs-check"><strong>Volume:</strong> What data volumes, file sizes or growth rates are expected?</div>
88 <div class="sbs-check"><strong>Access:</strong> Who needs to read, edit, approve or administer the material?</div>
89 <div class="sbs-check"><strong>Collaboration:</strong> Do internal and external project partners need shared access?</div>
90 <div class="sbs-check"><strong>Versions:</strong> Do earlier states need to be restored or reconstructed?</div>
91 <div class="sbs-check"><strong>Availability:</strong> How quickly would files need to be available again after loss or disruption?</div>
92 <div class="sbs-check"><strong>Project closure:</strong> What should be preserved, handed over, deposited or deleted in the long term?</div>
93 </div>
94 </section>
Veronika Kocher 5.8 95
Veronika Kocher 6.1 96 <section class="sbs-sec">
97 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">KEY DISTINCTIONS</div>
98 <h3>These storage roles should be kept deliberately separate</h3>
99 <div class="sbs-grid">
100 <div class="sbs-store"><strong>Working copy ≠ backup.</strong><br>The file currently being edited is not a backup of itself.</div>
101 <div class="sbs-store"><strong>Synchronisation ≠ independent backup.</strong><br>Deleted, damaged or encrypted files can also propagate into synchronised locations.</div>
102 <div class="sbs-store"><strong>Backup ≠ long-term preservation.</strong><br>A backup supports recovery after loss or error; long-term preservation also requires appropriate formats, documentation and responsibility.</div>
103 <div class="sbs-store"><strong>Technical access ≠ ownership or copyright.</strong><br>Being able to access a file does not automatically mean it may legally be used, shared or published.</div>
104 <div class="sbs-store"><strong>Cloud storage ≠ automatically institutionally suitable.</strong><br>The specific service, responsibility, access model, protection needs, export options and institutional requirements still matter.</div>
105 <div class="sbs-store"><strong>Existing copy ≠ tested recovery.</strong><br>A backup is practically useful only if it is clear how a needed file can actually be restored.</div>
106 </div>
107 </section>
Veronika Kocher 5.10 108
Veronika Kocher 6.1 109 <section class="sbs-sec">
110 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 2 · DEFINE WORKING STORAGE &amp; ACCESS</div>
111 <h3>Set one authoritative working environment and clear access roles</h3>
112 <div class="sbs-grid">
113 <div class="sbs-step"><div class="n">01</div><h4>Choose the working location</h4><p>Define where the authoritative active project copy lives and which systems are intended for that purpose.</p></div>
114 <div class="sbs-step"><div class="n">02</div><h4>Assign responsibility</h4><p>Decide who manages storage locations, permissions and technical handover.</p></div>
115 <div class="sbs-step"><div class="n">03</div><h4>Assign access by role</h4><p>Grant only the rights required for each task and avoid unnecessarily broad permissions.</p></div>
116 <div class="sbs-step"><div class="n">04</div><h4>Plan external collaboration</h4><p>Clarify how partners gain access, how access ends and how materials are handed over after the project.</p></div>
117 <div class="sbs-step"><div class="n">05</div><h4>Separate sensitive areas</h4><p>Keep especially protected materials separate where different access rules are necessary.</p></div>
118 <div class="sbs-step"><div class="n">06</div><h4>Identify master and working copies</h4><p>Make clear which version is authoritative and which local or temporary copies exist only for editing.</p></div>
119 <div class="sbs-step"><div class="n">07</div><h4>Review access</h4><p>Check permissions when roles or partners change, at milestones and before project closure.</p></div>
120 <div class="sbs-step"><div class="n">08</div><h4>Plan handover</h4><p>Document which storage locations, accounts and permissions will continue, transfer or close when the project ends.</p></div>
121 </div>
122 </section>
Veronika Kocher 5.10 123
Veronika Kocher 6.1 124 <section class="sbs-sec">
125 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 3 · PLAN BACKUP &amp; RECOVERY</div>
126 <h3>Define not only that backups exist, but what is backed up, how often and how it is restored</h3>
127 <div class="sbs-grid">
128 <div class="sbs-step"><div class="n">01</div><h4>Define backup scope</h4><p>Specify which files, databases, configurations, documentation or project materials need to be backed up.</p></div>
129 <div class="sbs-step"><div class="n">02</div><h4>Choose frequency according to change</h4><p>The more frequently irreplaceable material changes, the shorter the useful backup interval should be.</p></div>
130 <div class="sbs-step"><div class="n">03</div><h4>Check independence</h4><p>Avoid having the working copy and the only backup depend on the same device, account or failure path.</p></div>
131 <div class="sbs-step"><div class="n">04</div><h4>Include versions where needed</h4><p>Keep recoverable earlier states where accidental changes or deletions need to be reversible.</p></div>
132 <div class="sbs-step"><div class="n">05</div><h4>Know the recovery route</h4><p>Document who can restore files, where backups are located and which steps are required when something goes wrong.</p></div>
133 <div class="sbs-step"><div class="n">06</div><h4>Test recovery</h4><p>Use a harmless test file to confirm that a backup can actually be found and restored.</p></div>
134 <div class="sbs-step"><div class="n">07</div><h4>Update the strategy</h4><p>Adjust it when data volume, tools, partners, storage locations or protection needs change.</p></div>
135 <div class="sbs-step"><div class="n">08</div><h4>Account for project closure</h4><p>Keep active backup routines separate from the decision about what should be preserved, archived, deposited or deleted long term.</p></div>
136 </div>
137 </section>
Veronika Kocher 5.9 138
Veronika Kocher 6.1 139 <section class="sbs-sec">
140 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">COMMON SCENARIOS</div>
141 <h3>Different materials can create very different storage requirements</h3>
142 <div class="sbs-grid">
143 <div class="sbs-scenario"><h4>Large audio, video or image collections</h4><p>Plan capacity, transfer times, working copies, master files and backup so that large volumes do not exist only on individual local devices.</p></div>
144 <div class="sbs-scenario"><h4>Personal or confidential data</h4><p>Restrict access, document responsibility and separate especially protected areas from generally accessible project files.</p></div>
145 <div class="sbs-scenario"><h4>Collaborative project work</h4><p>Define one shared working location, clear permissions and a handover process for partners and changing roles.</p></div>
146 <div class="sbs-scenario"><h4>Code, software &amp; technical environments</h4><p>Where relevant, back up not only files but also configuration, dependencies and information needed to rebuild the working environment.</p></div>
147 <div class="sbs-scenario"><h4>Ephemeral or difficult-to-reproduce work</h4><p>If material cannot simply be recreated, define and review the backup strategy particularly early.</p></div>
148 <div class="sbs-scenario"><h4>Project closure &amp; handover</h4><p>Make sure master files, documentation, storage locations and responsibilities do not remain tied to personal accounts or individual devices.</p></div>
149 </div>
150 </section>
Veronika Kocher 5.8 151
Veronika Kocher 6.1 152 <section class="sbs-sec">
153 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 4 · DOCUMENT A MINIMUM STANDARD</div>
154 <h3>A short storage and backup plan makes responsibilities traceable</h3>
155 <p>Keep the agreed standard where the project team will actually find it — for example in the project folder, DMP or a technical README.</p>
156 <div class="sbs-table-wrap">
157 <table class="sbs-table">
158 <thead><tr><th>Element</th><th>What to record</th><th>Why it matters</th></tr></thead>
159 <tbody>
160 <tr><td><strong>Authoritative working location</strong></td><td>System, folder or service containing the active project copy.</td><td>Prevents several unclear competing main copies.</td></tr>
161 <tr><td><strong>Responsibility</strong></td><td>Who manages storage, permissions and technical handover.</td><td>Makes responsibility clear in daily work and during incidents.</td></tr>
162 <tr><td><strong>Access model</strong></td><td>Which roles may read, edit or administer.</td><td>Reduces unnecessarily broad access.</td></tr>
163 <tr><td><strong>Backup scope</strong></td><td>Which materials and systems are backed up.</td><td>Prevents gaps between important work and actual backups.</td></tr>
164 <tr><td><strong>Backup frequency</strong></td><td>How often backups or recoverable versions are created.</td><td>Determines how much work could be lost in a failure.</td></tr>
165 <tr><td><strong>Recovery</strong></td><td>Who can restore and how the restore process works.</td><td>Turns existing backups into a usable recovery strategy.</td></tr>
166 <tr><td><strong>Sensitive areas</strong></td><td>Which materials need additional access or protection measures.</td><td>Connects technical storage to data protection and confidentiality.</td></tr>
167 <tr><td><strong>Project closure</strong></td><td>What is handed over, preserved, deposited, archived or deleted.</td><td>Separates active backup from long-term responsibility.</td></tr>
168 </tbody>
169 </table>
170 </div>
171 </section>
Veronika Kocher 5.10 172
Veronika Kocher 6.1 173 <section class="sbs-sec">
174 <div class="sbs-eye" style="color:#8a4d36;margin-bottom:4px;">STOP &amp; CHECK</div>
175 <h3>Common warning signs in storage, backup and security</h3>
176 <div class="sbs-grid">
177 <div class="sbs-warn"><strong>"Everything is in the cloud."</strong><br>The specific service, responsibility, recovery process and access rules may still be undefined.</div>
178 <div class="sbs-warn"><strong>The only copy is on a laptop or external drive.</strong><br>A single device remains a single point of failure.</div>
179 <div class="sbs-warn"><strong>Synchronisation is treated as backup.</strong><br>Errors, deletions or unwanted changes can also affect synchronised copies.</div>
180 <div class="sbs-warn"><strong>No one has ever restored a file from backup.</strong><br>It is unclear whether the backup is actually usable when needed.</div>
181 <div class="sbs-warn"><strong>Everyone has full access to everything.</strong><br>Roles and protection needs have not been translated into an appropriate access model.</div>
182 <div class="sbs-warn"><strong>Project materials depend on personal accounts.</strong><br>Access, responsibility and handover may be at risk when roles change or the project ends.</div>
183 </div>
184 </section>
Veronika Kocher 5.8 185
Veronika Kocher 6.1 186 <section class="sbs-sec">
187 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">SERVICES &amp; SUPPORT</div>
188 <h3>Who is responsible for storage, backup and security questions</h3>
189 <div class="sbs-service-grid">
190 <div class="sbs-service">
191 <strong>IT &amp; Digitalisation / ZID</strong>
192 <span>Primary specialist responsibility for institutional digital systems, working storage, backup, account security and technical access controls.</span>
193 </div>
194 <div class="sbs-service">
195 <strong>Relevant system owner</strong>
196 <span>For the concrete storage, backup, recovery and permissions functions of the system or service being used.</span>
197 </div>
198 <div class="sbs-service">
199 <strong>Data Protection</strong>
200 <span>To be involved where personal or especially protected information creates additional requirements for access and processing.</span>
201 </div>
202 <div class="sbs-service">
203 <strong>Support Kunst und Forschung (SKF)</strong>
204 <span>Coordinates project and funder requirements and infrastructure dependencies, but is not responsible for the technical service itself.</span>
205 </div>
206 </div>
207 </section>
Veronika Kocher 5.10 208
Veronika Kocher 6.1 209 <section class="sbs-sec">
210 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">RELATED TOPICS</div>
211 <h3>Storage and backup are closely connected to these decisions</h3>
212 <div class="sbs-linkgrid">
213 <a class="sbs-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data &amp; Research Outputs</a>
214 <a class="sbs-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a>
215 <a class="sbs-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Data%20Protection%20%26%20Ethics/">Data Protection &amp; Ethics</a>
216 <a class="sbs-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Infrastructure%2C%20Services%20%26%20Tools/">Infrastructure, Services &amp; Tools</a>
217 <a class="sbs-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Store%2C%20Back%20Up%20%26%20Control%20Access/">Store, Back Up &amp; Control Access</a>
218 <a class="sbs-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Preserve%20Data%20%26%20Artistic%20Outputs/">Preserve Data &amp; Artistic Outputs</a>
219 </div>
220 </section>
Veronika Kocher 5.8 221
Veronika Kocher 6.3 222 <!-- ARSN_TRAINING_WORKSHOPS_V2_START -->
223 <section class="arsn-training-workshops" data-arsn-training-workshops="v2" style="margin:27px 0 22px 0;">
224 <div style="padding:16px 18px;background:#eef8fa;border:1px solid #cfe8ef;border-left:5px solid #21b6d7;border-radius:9px;">
225 <div style="font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase;color:#3f6871;margin-bottom:5px;">TRAINING &amp; WORKSHOPS</div>
226 <h3 style="font-size:20px;line-height:1.3;margin:0 0 7px;color:#35312d;text-align:left;">Training, workshops &amp; consultation sessions</h3>
227 <p style="margin:0 0 10px;color:#5e5953;line-height:1.55;">Relevant opportunities for this topic will be shown here automatically from the central calendar.</p>
228 <span data-arsn-coming-soon="true" style="display:inline-block;padding:4px 9px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.065em;line-height:1.2;">COMING SOON</span>
229 </div>
230 </section>
231 <!-- ARSN_TRAINING_WORKSHOPS_V2_END -->
Veronika Kocher 6.2 232
Veronika Kocher 6.1 233 <section class="sbs-sec">
234 <div class="sbs-eye" style="color:#3f6d4b;margin-bottom:4px;">PRACTICAL RESOURCES</div>
235 <h3>Info sheets, tutorials and templates</h3>
236 <div class="sbs-resource-grid">
237 <div class="sbs-resource"><strong>Info Sheets</strong><span class="sbs-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on storage roles, backup, recovery, access and project handover.</div></div>
238 <div class="sbs-resource"><strong>Tutorials</strong><span class="sbs-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step workflows for storage planning, access review and recovery testing.</div></div>
239 <div class="sbs-resource"><strong>Checklists &amp; Templates</strong><span class="sbs-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Template for a storage and backup plan, access review and project handover.</div></div>
240 </div>
241 </section>
Veronika Kocher 5.9 242
Veronika Kocher 6.1 243 <div class="sbs-info" style="margin-bottom:14px;">
244 <strong>Need help with technical implementation?</strong>
245 Discuss concrete storage, backup and account questions with IT/ZID or the relevant system owner.
246 In funded projects, SKF can help connect technical dependencies and funder requirements to the project route.
247 </div>
Veronika Kocher 5.9 248
Veronika Kocher 6.1 249 <details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;">
250 <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms &amp; related topics</summary>
251 <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;">
252 storage · storage location · backup · data backup · recovery · restore · synchronisation · synchronization · cloud · access · access control · permissions · account security · sensitive data · personal data · confidentiality · master file · working copy · versioning · data loss · project handover · long-term preservation · archiving · repository · research data
253 </div>
254 </details>
Veronika Kocher 5.9 255
Veronika Kocher 6.1 256 </div>
Veronika Kocher 5.11 257 {{/html}}
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