Cloud systems have transformed the way schools store, share and protect teaching resources. It is important to understand how cloud systems ensure that this data remains accessible, backed up, secure and safeguarded against loss or unauthorised access. Understanding how cloud storage systems work and adopting best practices for organising and backing up resources, empowers educators to maintain continuity, collaborate effectively and protect sensitive information in a digital learning environment.
Why Backups Matter:
Files can still be lost through accidental deletion, syncing errors, or permission changes. There are also threats of malware or account compromise.
Use the activity below to explore the different types of backup: Full, Incremental and Differential.
Built-in Recovery Options:
Built-in recovery options are essential because they act as a safety net. If a resource is deleted, overwritten or corrupted, it can be restored quickly without disrupting lessons. This means less stress and more confidence when working with digital materials, especially in collaborative environments where mistakes can happen.
| Platform | Automatic Backup | Recovery Feature |
| Google Drive | Files stored across multiple servers | Version history, 30-day Trash recovery |
| OneDrive/SharePoint | 93-day recovery window | “Restore your OneDrive” |
| iCloud | Automatic synchronisation | iCloud.com > Data Recovery |
Good Data Habits:
Adopting good data habits can help eliminate stress and save time when creating documents and resources. It ensures that important resources, student information and lesson materials remain secure, organised and accessible when needed. Here are some useful tips:
- Maintain well-structured folders.
- Use clear, consistent file names.
- Keep master copies in shared team drives.
- Download termly archives to a secure network or external drive.
- Check permissions regularly.
Security Reminders:
Good habits, such as using strong authentication, keeping files in structured folders, regularly backing up materials and understanding recovery options all help maintain continuity in teaching and protect both personal and student data. Ultimately, these habits reduce stress, save time and allow educators to focus on learning rather than troubleshooting preventable problems.
- Always use school-managed accounts for storing and sharing data.
- Avoid using personal devices or USBs for sensitive information.
- Enable multi-factor authentication where possible.
- Report any lost or deleted data immediately to your IT team.