Why Backups Matter for Studio and Digital Work

Losing a semester-long project due to software crashes, file corruption, or hardware failure is almost always preventable when work is saved in multiple locations. Otis provides all students with Otis Google Drives, allowing coursework to be safely stored in the cloud, even if a lab computer or personal device fails.

Many institutions recommend the “multiple copies, multiple places” backup habit for academic work, especially large media projects & design files. This guide outlines practical steps for using Google Drive as your primary backup and recovery tool at Otis.

 

Use Otis Google Drive as Your Primary Storage

• Always save class projects to your Otis Google Drive, not just the Desktop or Documents folder on a lab machine.
• Treat your Otis Google Drive as the home base for all coursework, projects, assets, exports, and documentation.
• Local folders on lab computers should be used as temporary scratch space only.
• Please note that Otis's email and Google Drive access will end after graduation or separation. Therefore, graduating students should export or transfer their work to a personal Google account before access is removed. [ more on that linked here ]

 

Set Up Google Drive Sync on Your Own Devices

Students working on personal laptops or desktops should install Google Drive for Desktop, which allows files to be saved both locally and automatically to the Cloud.

 

NOTE: When using a Lab computer, go to https://gdrive.otis.edu/ to access your files

 

1. Install Google Drive for Desktop.
2. Sign in with your Otis account.
3. Choose a My Drive or class-specific folder to sync.
4. Save project files within that synced folder so incremental saves are immediately backed up whenever you have internet access.

 

Version History: Google Drive keeps previous versions of many file types. If a file becomes corrupted or overwritten, version history can often recover earlier work.

 

Recommended File-Saving Pattern for Major Assignments

Use consistent filenames to track your progress and protect your work.

• Create a base name such as GameDesign_Project
• Add version numbers, e.g.,
  GameDesign_Project_001.psd
• Save a new version [ this will allow you to go to the previous version if you run into issues ]:
  • at the start of each work session
  • after completing major changes or milestones

 

For Google Docs, Sheets, and Slides, use Version History and Named Versions to track progress.
For Adobe CC or other desktop apps, saving new versions into your Google Drive folder provides the same protection.

 

Follow a Simple 3-2-1 Backup Habit

Many academic IT departments recommend the 3-2-1 backup principle:

• 3 copies of important files
• 2 types of storage (e.g., cloud + local device)
• 1 copy kept off-site

 

For a semester-long project, a simple pattern is:

• Copy 1 (Primary): Working project folder in Otis Google Drive (cloud)
• Copy 2: Synced local copy on your laptop via Drive for Desktop or manual download
• Copy 3: Weekly export of the project folder to an external USB drive or SSD kept at home or another secure location

 

This ensures that if one copy becomes corrupted, lost, or deleted, your project is not lost entirely.

 

Tips for Saving Unreal Engine Projects

 

1. Make sure you are working with the same Unreal Engine version used at OTIS.
2. Copy your entire Unreal Engine project folder to the lab computer and work from that copy. [ Never work directly from a flash drive, Google Drive, or any network drive. Instead, copy your project to your computer’s local drive or use a high-speed external SSD, such as the Samsung T7.)
3. When you finish, save and close the project.
4. Copy the entire project folder back to your external drive or Google Drive, keeping the folder structure intact. [ Unreal Engine Directory Structure ]