Data Backup

Data Storage

The Google Drive is backed up on two separate flash drives, one of which is stored at Henry Street and the other with Maija.

The flash drives currently store all of the data from the Maps, Administration, and Resources drives as well as each year of programs and operations in the Programs Drive. 

The drive should be backed up every 6 months. After the drive has been backed up, a reminder should be added into the NG calendar for the next backup.

Last backup date: 12/1/2025

Backup Instructions (Do this at the beginning of each year)

• Locate both flash drives

  • Henry Street flash drive is stored in the office - on the top shelf (in the corner) above the computer storage. It is located in a plastic bin called "Drive backup"

  • Maija's flash drive is stored on her earring shelf in her bedroom 

Programs/Operations Backups

• Navigate to the shared drive

  • Select the folder for the previous year of programs/operations (don't open the folder)

  • Download the folder as a zip file using the basic download button. If the file is greater than 2 GB, it will break up into several smaller downloads

• When the folder has finished downloading, plug in one of the flash drives

  • Open the Programs/Operations folder in the flash drive

  • Drag the zip file(s) from your Downloads folder into the corresponding folder on the flash drive

  • Repeat for the other flash drive

Maps Backup

• Navigate to the shared Maps drive

  • For each country folder that has been updated since the last backup:

    • Download the folder as a zip file using the basic download button. If the file is greater than 2 GB, it will break up into several smaller downloads

    • Repeat for other countries that have been changed

• When the folder has finished downloading, plug in one of the flash drives

  • Create a new folder named Maps_Current Year (ex: Maps_2024)

  • Drag the zip files from your Downloads folder into the newly created folder on the flash drive

  • Move the zip files for all the folders you did not update from the previous year's folder to the newly created one

  • Once you have all the zip files in the new folder, delete the old folder

  • Repeat for the other flash drive

Administration/Resources Backup

• Navigate to the shared drive

• Select all files/folders you would like to back up (ctrl+click on windows to select multiple files, cmd+click on mac)

• When all files are selected, right click and select download. All selected files will be downloaded in one zip file

• Rename the zip file Drive Name_Current Year (ex: Resources_2024)

• Drag the zip file(s) from your Downloads folder into the flash drive

• Delete the previous year's folder

• Repeat for the other flash drive