Check Backup FAQs

The Technology System Usage Policy (BU-PP 025) requires that all employees maintain separate backups of their personal files. Baylor will only be responsible for backing up work-related files. In addition, employees must insure that all work-related files are stored on a Baylor-owned technology resource.

It is recommended that you restart your computer at least once a week, preferably on a Tuesday or Thursday. Restarting your computer refreshes the system and components of the backup software.

When and how often are the automated backups performed?
Backups are performed at least three times each week. Sometimes backups will not occur until after work hours due to the large number of systems on the Baylor network. For this reason, we recommended that the computer be left on and connected to the Baylor network after hours whenever possible. At the end of the day, save all files, then quit out of all applications. Lock the computer, but don't turn it off. The monitor should be switched off to save energy.

Warning: remember that any files and documents open when the backup process runs will not be backed up. This includes database files such as those created with FileMaker Pro or MS Access. PST files are not backed up if Outlook is "open" during the scheduled backup. We suggest that if you use FileMaker, MS Access or PSTs, you should close these applications and perform a manual backup on a regular basis.

How do I use CheckBackup to initiate my own backup?
If you use a laptop and frequently miss the automatic backups, you will need to do a manual backup on a regular basis. Launch the Check Backup application from the Desktop shortcut. If there is no shortcut on your desktop, Check Backup can be found in your Programs Directory, which is located in the Tivoli Storage Manager folder (Windows) or from the Applications folder (Mac). Click on the Backup/Restore tab located at the top of the window and then click on the Run a Backup button. The automated backup of your files will begin. Once this process is finished, the status of the backup will be displayed in the desktop window. If you need assistance, contact the HELP Desk at 710-4357. If the Check Backup icon is missing, instructions on how to install it can be found in the Software Directory, located here.

How long are client files retained on the backup system after the file is deleted on the client's computer?

The current version of files is retained on the backup system for as long as they exist on the client's hard drive. Deleted files and older versions of files are retained on the backup system for 30 days.

How many different versions of a file will be backed up (as the client changes a document over time)?
The Backup server may store up to 3 different versions of the same file. Any of these versions may be retrieved by the client by using the Restore function in the CheckBackup software.

Will clients be able (and allowed) to perform their own backups and restores?
Clients may perform immediate backups and restores by using the Check Backup software installed on their computer.

Can I backup using the wireless network?
AIRBEAR WPA2 was originally deployed to cover classrooms and common areas where students may gather. It is not intended to be a substitute for the wired network connection available in all faculty and staff offices, and therefore, is not guaranteed in those areas. Wireless, as currently deployed, is less secure and connectivity is less reliable, much like a cell phone. The wireless network could also have an adverse affect on the backup process. Although faculty and staff may experience some wireless signal in their office, this is based on their proximity to a classroom or common area. ITS requests that all employees use the wired connections while in their offices to ensure better reliability and security of their backups.

What files and folders will be backed up?
Files must be stored in an approved location to be backed up. Approved locations are: My Documents (Windows) or Documents (Mac), on the Desktop, MicroGrade files in the MicroGrade directory, MicroTest files in the MicroTest directory, EndNote files in the EndNote directory.

File Types Excluded:***

Applications, most multimedia files, and several other non-essential file types are excluded from backups. These include files with the following extensions: aa, aif, aiff, asx, au, avi, avr, avs, byu, chk, cmf, cnt, divx, dll, dvi, exe, flv, fssd, hlp, ini, lnk, log, m1v, m2v, m3u, m4a, m4p, mp2, mp3, mpa, mpe, mpeg, mpg, mps, mpv, nst, o, oab, part, qim, qt, ra, ram, rm, rmi, rmx, rol, smi, snd, stm, tmp, ul, voc, vxd, wav, wax, wm, wma, wmv, wmx, wvx, xm

***If a faculty or staff member needs to have large media files for their work at Baylor included in their backups, an exception may be requested by calling the Help Line at extension 4357.

Who will pay for the client license and storage expense?
Client licenses are provided by ITS for all Category 1 faculty/staff Baylor-owned computers.

How will clients be assured that their data has indeed been successfully backed up?
Click on the desktop icon, Check Backup, or launch it from the Programs Directory, which is located in the Check Backup folder (Windows) or from the Applications folder (Mac). Click on the ’View Reports’ tab near the top of that window and select the Scheduled Backup Report icon on the right. Once the search is complete, the date, time, and number of files of the last successful backup performed by the server will be displayed. Please note: The Scheduled Backup Report button displays all scheduled backups while the Manual Backup Report displays all client initiated backups.

Clients that have missed backups for 14 days or more will be contacted by ITS.

Who do I call if I've lost a file or if I'm having trouble with Check Backup?
For any Check Backup issues and further explanation, please contact the Help Desk at 254-710-4357, and they will be glad to assist you.

Updated June 24, 2014