Code42: Frequently Asked Questions

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What is Code42?

Code42 (or Crashplan Cloud) is an enterprise backup service that is deployed on all SJU-issued desktop and laptop computers by the Office of Information Technology (OIT).  Code42 uses cloud-based storage to back up faculty and staff data files found on University computers.   Code42 works from any internet connection at any time. Backups are continuous and will include the files stored in your "user" or "home" folder, with some exceptions.  Your files can be restored from a Code42 backup when needed. 

 Data that is backed up by Code42 includes:

  • Desktop
  • Documents / My Documents
  • Downloads
  • Movies
  • Music
  • Pictures

Data that is not backed up by Code42 includes temporary or cache files, system or operating system files and software applications. 

How does Code42 protect the confidentiality of backed-up data?

The University's implementation of Code42 has several features to protect the confidentiality of backed-up data. All data is encrypted while in transit to the Code42 cloud.  Data is also encrypted in storage in the Code42 secure data center facility which is redundant and fault tolerant.  This provides very rigorous protection for backed-up data, and also the ability to perform thorough and efficient reviews in the unfortunate event that a computer is lost, stolen or compromised. The keys to access the encrypted data are stored in a vault appliance at Saint Joseph’s University and Code42 is unable to decrypt SJU data. The data in the backups will only be accessed by authorized IT staff according to guidance provided by the Office of General Counsel in accordance with University policy and state and federal laws.

What are the benefits of having Code42 installed on my SJU-issued computer?

Code42 backs up all data stored on your University computer and does so in a secure way.  This cloud-based solution is replacing the use of external hard drives which have been identified as a security risk by external auditors. The auditors strongly recommended that OIT retire the external hard drives for backups in favor of a more secure, reliable network-based solution.  Now with Code42, if a University computer is lost or stolen or if data on a University computer has been lost either inadvertently or because of malware or ransomware, OIT technicians are able to quickly and reliably restore your data.

Is Code42 used by other Universities?  

Code42 is used by 7 of 8 Ivy League Schools and many other prestigious universities and colleges including Boston University, Johns Hopkins, Wake Forest, Washington University in St. Louis, Stanford, Wellesley, Carnegie Mellon and Northwestern.  Code42 is used by Jesuit universities as well, including Georgetown and Boston College.  Code42 is selected by many universities to protect the vast amount of data stored on University devices including research data, student data, healthcare information, donor information, pending patents, employee information, etc.  

Am I required to use Code42?

Yes, Code42 is a requirement for all University-provisioned computers.  It is essential that all University data (including confidential and FERPA-protected student data) be protected and preserved.  Protecting and preserving University equipment and data is a critical part of the University’s fiduciary and educational responsibilities, and the primary responsibility for protecting University data has been assigned to OIT.  

Are there other efficiencies or data protection benefits in using Code42?

Yes, OIT will use Code42 to streamline device replacements and also allow timely, efficient recovery of data from malware (e.g. ransomware) attacks.  Files are restored in the background while users work.  Additionally, Code42 is used to support legal hold preservation requirements which is something that OIT was unable to manage consistently on endpoint devices in the past. 

How long will it take to complete a Code42 backup?

The time to complete a backup depends on the amount of data stored on the University computer, the speed of your network connection and how often your computer is on and awake.  The initial backup of your University computer may take a fairly long time to complete if there is a lot of data stored on the computer.  Once the initial backup completes future backups will be much faster.  OIT will work with any faculty or staff who is concerned about the amount of time required to backup the data on their University computer, especially the initial backup.

After the initial backup of my data, will the recurring backups using Code42 slow my system down?

No.  Code 42 operations are designed to be lightweight and unobtrusive.  Once Code42 has completed an initial full scan of your system, it uses your University computer’s built-in file tracking system to detect changes to files. In this way it detects files that have been added, removed, or modified, then schedules eligible files to be quickly and safely backed up. Its operation is continuous throughout the day with backups occurring every 15 minutes.

How do I know my University computer is being backed up?

At any time, you can double-click the Code42 icon in your computer's System Tray to open the Code42 dashboard. It will show you when the next backup is scheduled and it will display the size of the System Backup Set.  You can access Device Preferences to view additional information about Code42 activities including frequency of backups; when the last backup was run; how many files were included in the last backup and the size of the dataset. 

Why do I need to backup my University computer?

Backup protects against permanent data loss, in the event that your University computer is lost, stolen, damaged, or suffers a technical failure. It also provides protection when data becomes corrupted or has been locked or deleted. A robust data backup solution like Code42 ensures that your data is safe and secure. 

Can Code42 be safely used in backing up confidential or FERPA-protected data?  

Yes.  Because the backup process is encrypted and transmitted to a secure site, your backups are protected during backup and recovery operations, and while they are stored in the Code42 cloud.  Code42 meets all SJU security requirements, and even data which is classified as “Confidential” or “Sensitive” by the University’s data classification policy can be securely and reliably backed up using Code42. 

Will cloud-based backups work when I am offline?

No. Code42 won’t be able to back up your files while you are offline. However, the program will keep track of which files have been modified since your last backup and, the next time you are online, perform those backups. As a reminder, Code42 may send you an email notification when your University computer has been offline, asleep, or turned off for a week or more, to let you know your backup is not current.

Will cloud-based backup use all my bandwidth if I use my University computer at home?

No. By default, Code42 uses minimal computer and network resources while you are using your computer. 

How can files be restored?

File restores can be initiated from your University’s computer or the Code42 website. Restoring files is easily done by the user through the Code42 application. If assistance is needed, please contact the OIT Technology Support Center.

 

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Article ID: 128198
Created
Wed 2/17/21 2:21 PM