The 3 – 2 – 1 Principle for keeping your data safe

Memory Stick Collection

I was cleaning out a drawer in my home office this morning and found this collection of old USB memory sticks dating back quite a few years. Remember those days when you thought you were so cool because you had this little storage drive full of all your stuff in your pocket? I recall working in a school back in those days where we actually mandated that every student had to have a “USB”, such was the apparent importance of these things. The intention was for students to keep their personal data safe and secure, but we used to constantly find them left behind in the USB ports of the classroom computers after a lesson. Or they would sometimes mysteriously just stop working. Or the kids would lose them. USBs may have been cool, portable and handy, but they were about the most insecure method for managing data I can think of.

(Side note: I’ve never quite known what to call these things. Calling them simply a “USB” seems stupid to me, because USB – or Universal Serial Bus – is a data interface standard, not a name for a device. Lots of devices might use a USB plug as the connection interface but that’s not the name of the actual device. I’ve owned microphones and printers and cameras and all kinds of things that connect using a USB interface, but we don’t call all these devices “USBs”. That would be silly. If you must use the term USB for these portable memory devices, at least call them a USB memory stick)

Some people seem to feel like their data is perfectly safe and secure if they have it stored on one of these little memory sticks. Let me tell you, for the vast, vast majority of people, letting them manage their own data storage is a really bad idea. The only real explanation I hear for why people feel memory sticks are a secure way to store data is that they “know where their data is”. People actually say that they won’t put their data anywhere that they don’t know where it stored. It might sound good to say that your data is safe as long as you know where your data is stored, but trust me, just knowing where your data is stored has nothing to do with it actually being secure.

As for relying on memory sticks, those things are the least secure way to store your data I can think of. They can get lost, fall out of your pocket, go through the wash, get eaten by the dog, or you leave them in the back of another computer and forget about them, or they simply just stop working for no apparent reason. If you have a few of them it is near impossible to keep track of what’s stored on them. Other than for absolute emergencies or moving a file as a last resort, USB memory sticks, or whatever you want to call them, are probably a really bad idea.

So when it comes to storing data, what IS a good idea then? For most people who never really think much about boring things like secure data storage, the answer is the cloud. Whether it’s Google Drive, DropBox, OneDrive or some other cloud service, it will be infinitely more secure than any storage “system” you could come up with by yourself. Once your data is in the cloud it gets securely stored, safely backed up and is accessible from anywhere, on any device.

I know what you’re thinking. “Yes, but I don’t trust the cloud, I don’t know where my data is stored.” Well, you probably have a bank account but you don’t know where your money is stored either, so I’m not sure what your point is. Claiming your data is more secure on a memory stick would be like putting your money in a shoebox under your bed and claiming it is more secure than the bank. Just like money, data is secured by the processes and infrastructure that store it, not from simply knowing where it is. I’ll say it again. For the average person – yes, you – the safest place to store your data, by far, is in the cloud.

But what if the internet goes away? But what if the cloud loses it? But what if the data centre burns down? Or what if I do store it in the cloud, and that free storage they give me now becomes something I have to pay for one day? (How terrible that you might one day get asked to pay for a service you’re using!)

If you really don’t trust the cloud, then at least get a portable hard drive, so you’re not dealing with these dinky little memory stick things. In fact, while you’re at it, buy a second portable hard drive, because you’re going to need to make a backup of the backup, because what if you lose the first one?

Which brings me to my main point. Data security – or keeping your important data safe – is a big deal. The truth is most people wouldn’t really care if they lost that Word file of a resume for a job they applied for 10 years ago. But losing your entire photo collection? Or all your music? Or videos of the kids when they were little? Or letters from your deceased parents? This is the stuff that’s a big deal. This is the stuff that you don’t want to put at risk. This is the stuff that you don’t ever, ever, ever want to have just stored on a memory stick.

So how should you store it? There’s a general principle of keeping data safe. The 3-2-1 rule. Three copies of the data. Stored in at least two different mediums. One of which is in a different physical location. Let me elaborate…

Three – you need to have three copies of important data. One is clearly not enough because if you lose it or it gets destroyed, that’s it. It’s gone for good. A second copy – a backup – is important. But if the data is really critical, the I-really-cannot-lose-this kind of stuff, then a third copy gives you peace of mind.

Two – you need to store the data in at least two mediums. There would be no sense having three copies of your data if each copy was on floppy disks. I don’t know about you, but it’s been a while since I’ve seen a floppy disk reader, so having everything stored in one now-obsolete format means you can’t read any of the copies. You might think floppy disks are a silly example. Well how about this? I own a number of computers – mostly Macs and Chromebooks – and not one of them has a port that can read those USB memory sticks in my drawer. Those old memory sticks use a standard called USB-A, but all modern computers use the newer USB-C format, rendering all those old memory sticks now obsolete. Sure I could use an adapter, but the fact is those old memory sticks are yesterday’s technology. You should keep the three copies of your data in at least two different formats because you never know how technology will change and you want to make sure that you’re always using formats that will still be readable.

One – you need at least one of those copies to be stored offsite. There’s no sense having your three copies in two different formats if they are all stored in your house and the house burns down. At least one of them needs to be kept in a completely different physical location. Offsite. Your parents’ house. A friends’ place. Or in the cloud. Somewhere. Just not in the same place as the others.

As it turns out, having your important stuff stored in the cloud addresses every one of these requirements – it’s another copy, it’s in a different format, and it’s offsite. And regardless of how well you think you can manage your own data on those portable drives, putting your data in the cloud puts it into a real data centre which stores it in real time, with real backup processes, real biometric security, real disaster management plans, and real data management processes. I don’t care how well you think you can manage your own data, you’re an amateur compared to the way the data centre looks after it.

If you’re still not sure convinced that the cloud is a safer alternative than that old SCSI Zip drive you can’t seem to find right now, take a look at this video tour of a Google data center.

Should you have all your data only in the cloud? Of course not! 3-2-1! Weren’t you paying attention? Go get yourself a couple of hard drives and set up Time Machine or SuperDuper with a regular scheduled backup. Then after you’ve done that, go upload everything to a reputable cloud service.

But stop relying on those stupid USB memory sticks!

What’s in your Extension List, Part 2

It seems that yesterday’s post where I listed some of my favourite extensions was quite well received, as I had a number of people contact me to say they found it useful. So I thought I’d add a Part 2 list with a few more. Remember, there are literally thousands of amazing extensions available in the Chrome Webstore, so do take the time to have a browse.

In the meantime, here are a few more, again in no particular order…

PixelBlock – Sending an email which includes a graphic is a technique that some companies use to track whether you open their email or not. Sometimes they do this sneaky thing where they hide an invisible single pixel in an email – you can’t see it, but it helps them track you. PixelBlock does exactly what it says, and blocks that invisible pixel.

Google Calendar – Gives you a nice glanceable preview of your Google Calendar, from any webpage, without needing to open your actual Google Calendar. But if you do want to open your actual Google Calendar, then here’s a pro tip, just click on the words “Google Calendar” at the top and it will open – you guessed it – your Google Calendar.

Google Calendar Scroll Disabler – Just in case I didn’t say “Google Calendar” enough in that last tip, here is a neat little extension that fixes one of Google Calendar’s most annoying traits – accidentally scrolling back and forward from month to month. This extension stops that behaviour and lets you scroll using the forward and back buttons in Google Calendar, making your Google Calendar behave the way normal people would expect it to.

Draftback – Takes the revision history of a Google Doc and turns it into a replayable “movie” of the document being created so you can watch how the Doc was written. Draftback adds a button to the top of every Google Doc and makes your students’ thinking more visible be letting you see their writing process unfold in front of your eyes.

1-Click Timer – For all those times when you need to give your students 5 minutes to complete a task, or get a reminder about something in 30 minutes, or cook the perfect three-minute egg. Whatever it is you’re timing, 1-Click Timer is a neat way to do it, right from the comfort of your Chrome Browser.

ColorZilla – There are a ton of colour picker extensions out there, but I have always kind of liked this one. Like most of these other extensions, this one lets you select any colour on your screen and sample it to find its RGB or hex code value. Especially useful for web design work, or anywhere you need to match exact colours.

Undo Closed Tabs Button – We all do it. You accidentally close a tab you didn’t mean to close. Damn it! You probably know you can just use CRTL+SHIFT+T to reopen a closed tab (What? You didn’t know that? You do now.) But what if you want to reopen a tab that you closed 12 tabs ago? You could just use CTRL+SHIFT+T another 12 times I suppose and go back through them all. Or, better yet, you could just use the Undo Closed Tabs Button extension and reopen the exact tab you want.

Share with Facebook, Twitter, Google+, Email – Despite the somewhat unwieldy title for this extension, (and the fact that Google+ is basically dead) it does exactly what is says and lets you share your current browser page to Facebook, Twitter, Google+ or email (or your Kindle too). Great for sharing that hilarious thing you just found on the internet with your friends, simply and easily.

Mercury Reader – Remove the clutter on a webpage and improve accessibility and readability so you can focus on the actual content. It’s particularly great for reading articles on cluttered news pages. You know the ones, surrounded with ads, links to other stories, promotions and so on. Mercury Reader removes all of that crap and just leaves you with the actual page content. You can also adjust text size, font and colour contrast for readability.

Authy – If you don’t use 2FA, or 2 Factor Authentication, then you need to go back and read this or this, and then stop being so bloody obstinate and go turn it on. Now. I’ll wait… OK, now you’ve got it turned on*, you’ll need something to generate the 2FA codes. You could use something like Google Authenticator but that only works on one device at a time and is a pain if you need to move it to another device. So check out Authy, it does the same thing but syncs across multiple devices, including your Chrome Browser using this handy extension.

Kami – If you need to work on PDFs, especially if you want to comment on them, annotate them with pen or voice notes, then check out Kami. It has a lot of features for working with PDF files, although there are limits on what you can do with the free version. Still, it’s worth looking into if PDFs are your thing. It also has some nice direct integrations with Google Classroom.

Noisli – Some people like a little background noise when they work. Not necessarily music, as that can be distracting to some people, but just some ambient noise, like the sound of a coffee shop, or the sound of a crackling campfire, or wind in the trees, or a rainy thunderstorm. Noisli allows you to generate a gentle soundscape of your choice so you can immerse yourself in ambient sounds that help you focus. It also has a customisable timer that, by default, conforms to the timings of the Pomodoro Technique.

Session Buddy – I mentioned OneTab before as a way to manage your tabs in Chrome, but you might also like to check out Session Buddy. It doesn’t gather your tabs together in the same way that OneTab does, but I do like the way it gathers sets of tabs into collections for later retrieval. Check it out and and see what you think.

Asyou can see, there are a ton of great extenstions for Chrome and I hope you find some of these useful. What other extensions do you like? Please share them in the comments below.

*You did turn 2FA on right?

Remotely Possible

Remotyely Possible

As the world rearranges itself to cope with this dreadful CoVid-19 situation, the reality of social distancing is setting in. If we are to stop the spread of the coronavirus then we really need to pull back on the amount of contact we have with others, at least for now. As a result, events are being cancelled all over the place, businesses are telling their people to work from home, and schools are facing mass shutdowns until this thing is under some kind of control.

In the last few weeks at Google we have recieved lots of questions from schools about how we can support remote teaching – using technology to run classes virtually – so that while school might not be able to go on, the learning can. Most of the major edtech companies have responded to these requests by making sure their remote collaboration tools are available to all schools, and many are offering schools the use of premium features at no extra cost. Google, for example, is currently giving every G Suite school access to the premium (usually paid-for) features of Hangouts Meet for free, so schools can have up to 250 participants in a video call as well as recording and livestreaming features. Google Classroom is already well placed to support online learning, and of course Docs, Sheets, Slides etc do a great job of allowing people to work together no matter where they are.

Beyond the tools though, there has been a massive push to create resources to help teachers who have never had to consider how they might teach online. PD Partners, Google Educator Groups, and of course regular classroom teachers are busily creating videos, screencasts, notes, etc, to help guide their colleagues in how to operate in this new remote learning reality.

I’ve sat down a few times over the last few days to plan what I might contribute to this push for new content. I have made a lot of screencasts and tutorials over the years, and produced a ton of resources for teachers to help them understand how to get the best from technology in their classroom, but right now I’m trying to give some thought to what teachers really need if their school shuts and they learning must go on. How do we quickly give teachers the new skills they need, and what exactly are those skills anyway?

So I’m putting the question out there, and I’m inviting you to respond in the comments below… as we race to create more resources and content to help teachers get through these inevitable school closures, what do you think teachers most need?