Genealogy is a field rich with data that needs to be stored, managed, and preserved carefully. Using cloud computing and effective data backup strategies can significantly enhance research, protect research data, and make research data accessible from anywhere. Here are the essentials of cloud computing and data backup specifically for genealogists.
Cloud Computing for GenealogyCloud Computing for Genealogy
Cloud computing involves storing and accessing data and applications over the internet instead of a computer’s hard drive. For genealogists, cloud computing offers several advantages:
- Accessibility: Access genealogy research from any device with an internet connection.
- Collaboration: Easily share family trees, documents, and research with others.
- Scalability: Store vast amounts of data without worrying about running out of space.
Popular Cloud Platforms for GenealogistsPopular Cloud Platforms for Genealogists
- Google Drive: Google Drive offers free storage (up to 15GB) with easy sharing and collaboration features. Google Photos can store images, and Google Sheets can be used for organizing research.
- Dropbox: Known for its simplicity, Dropbox provides a straightforward way to back up files and share them with others.
- Microsoft OneDrive: Integrated with Microsoft Office, OneDrive makes it convenient for genealogists who use Word, Excel, and other Office applications to store data.
- Apple iCloud: Ideal for Mac users, iCloud offers seamless integration with Apple devices.
Data Backup StrategiesData Backup Strategies
Backing up genealogy research data is crucial. Here's how to do it effectively:
Primary Backup MethodsPrimary Backup Methods
- External Hard Drives: Regularly back up data to an external hard drive. This is an offline method that ensures having a copy of data files even if something happens to a computer's hard drive or online accounts. Solid state drives (SSDs) are the most common format since these drives are more like USB flash drives with no moving parts. Traditional hard drives (HDs) have a higher failure rate than SSDs due to moving parts utilized during the writing and re-writing of data to the drive.
- Cloud Backup Services: Use services like Backblaze, Carbonite, or iDrive, that automatically back up data files to the cloud. These services can run in the background, ensuring that data is always up to date.
Backup Best PracticesBackup Best Practices
- 3-2-1 Data Backup Rule: Keep three (3) copies of data—one primary copy and two backups. Store two of these on different media (e.g., external hard drive and cloud storage), with one copy off-site (e.g., cloud).
- Regular Updates: Schedule regular backups (e.g., weekly or monthly) to ensure all data, including new research, is protected.
- Organized Filing System: Keep digital files organized in folders, making it easier to back up and restore when necessary.
- Check Your Backups: Periodically check data backups to ensure they are complete and functioning correctly. Restore files occasionally to verify integrity.
Incorporating Cloud Computing and Data Backup with Genealogy ResearchIncorporating Cloud Computing and Data Backup with Genealogy Research
- Choose a Cloud Service. Decide which cloud service best suits your needs. Consider factors like storage capacity, ease of use, and cost.
- Organize Your Data. Before uploading data to the cloud, organize data files into a logical structure. For example, create folders for different family branches, document types (birth certificates, census records), and research notes.
- Upload Your Data. Upload organized data to the chosen cloud platform. Ensure that files are named clearly, and consider adding metadata (e.g., tags, descriptions) to make searching easier.
- Set Up Automatic Backups. If the cloud service offers automatic backup, enable it. For external hard drives, use backup software that allows scheduling automatic backups.
- Share and Collaborate. Use the sharing features of the cloud platform to collaborate with other genealogists. Be sure to manage permissions carefully—decide who can view or edit the data.
- Maintain Your System. Regularly review and update data files, keeping the cloud storage organized and backups current. Remove duplicates and obsolete files to save space.
Security ConsiderationsSecurity Considerations
- Encryption: Ensure your data is encrypted both in transit and at rest on the cloud. Most reputable cloud services offer encryption, but check their policies.
- Strong Passwords: Use strong, unique passwords for cloud accounts. Consider using a password manager to keep track of them.
- Two-Factor Authentication (2FA): Enable 2FA on cloud accounts to add an extra layer of security.
- Data Privacy: Review the privacy policies of cloud service providers to understand how data will be used and stored.
Troubleshooting Common IssuesTroubleshooting Common Issues
Redirect Genealogy Software Data Path:Redirect Genealogy Software Data Path:
- Solution: After moving genealogy database software files to a cloud computing platform, open the software program, and open the data file on the cloud computing platform. Otherwise the default path will be the local hard drive resulting in an error.
Slow Uploads/Downloads:Slow Uploads/Downloads:
- Solution: Compress files before uploading, use a faster internet connection, or upload during off-peak hours.
Lost Files:Lost Files:
- Solution: Check the backup system regularly to ensure all files are accounted for. Use file recovery tools if necessary.
Data Breach:Data Breach:
- Solution: Change passwords immediately, enable 2FA, and contact the cloud service provider for assistance.
See alsoSee also
Explore more about Cloud Computing and Data BackupExplore more about Cloud Computing and Data Backup
- 3-2-1 data backup is great, but first you need to find all of your data - Legacy Family Tree Webinars
- Backing Up Your MyHeritage Family Tree - MyHeritage Knowledge Base
- Comparison of Online Backup Services - Wikipedia