Quality Handbook
- Preparation
- Data collection
- Data Processing
- Data analysis
- Finishing
- Practical items
- Project audits
Back-ups
- Description
- Details
- References
- Definitions
- Amendments
- Audit Questions
Aim
To ensure that regular, proper back-ups are made to safeguard the progress of the study process should any files be accidently lost.
Description
It is very important that regular back-ups of the data files are made during the data collection process. This prevents the need for additional (input) work should the files be accidentally lost or damaged. Operational (input) databases for projects should therefore be located in a project folder on the network drive (m: drive in the medical faculty). The network management system creates a back-up twice a day of these files. Use of a network drive also ensures that unauthorised access to (private) confidential data is impossible.
You should also make use of the space on your personal network folder (linked to your login name on the n: drive) for saving important files (which you don’t have to share with other project members). A back-up copy of these files will be made twice a day. This means that should your hard disk crash, you can continue working on your files without any problems using an alternative PC.
You are responsible for making back-ups of other files not placed on the network, like (Word documents, SPSS system files, etc.) your PC, laptop. These back-ups can be made on a re-writable CD, DVD or usb media.
Make use of different back-up sets, e.g. a set for the even weeks and a set for overwriting back-ups on odd weeks). Making use of multiple back-ups will prevent you losing all your data if something goes wrong during the back-up process. It is also sensible to store a back-up set outside your own office. This means you’ll still have a copy if there is a fire. However, confidential data should always be stored behind lock and key and should not leave the EMGO.
It is also good practice to make a separate back-up for important stages, e.g. once the data collection has been completed, and to store these back-ups separately preferentially on write once media.
Tip: Create a (monthly) reminder in your electronic agenda, like outlook, to remind you to make a back-up.
Intranet Data Management and System Management:
V1.2. jan 2010: translation into English and updated text.
V 1.1, Sept 2006: Using network folders.
Have important files been stored in a project folder and/or personal folder on the network?
Are all other important files regularly backed up? Can these back-up files be restored (readability of the back-up files; did the back-up work well)?