CrashPlan is a backup agent that will back up all data on a university device under the primary owner’s profile. The backup sets can be used for restoring data to a machine, whether it has been reformatted, replaced, or compromised. This document will outline the steps needed to install, activate, and restore data to a new or existing device.

Section – Basics

Part : About CrashPlan

About CrashPlan

CrashPlan Policy

CrashPlan is required on all University provided desktops and laptops to backup all University Business data to prevent data loss.

Who Can use CrashPlan?

CrashPlan is presently licensed for full-time faculty and full-time staff only. The University mandates CrashPlan for proper data security practices. If a user has personal data that they wish to exclude from being backed up, a folder labeled “Personal Documents” can be found and utilized in your “Documents” folder. This folder and its contents will be ignored by CrashPlan when your system is being backed up.

Personal Documents folder locations:

Windows PC	C:\users\username\Documents\Personal Documents\
macOS	/users/username/documents/Personal Documents/

Is My Data Secure?

CrashPlan uses AES-256 encryption is used when storing your backups and can only be accessed by the CrashPlan account owner and administrators.

What is Backed Up?

All data found in a user profile will be backed up by CrashPlan.

Location of User Profile:

Windows PC	C:\users\UserName\
macOS	/users/username/

Section – Installation

Part : How to Install on a Windows PC

How to Install on a Windows PC

To install CrashPlan on your Windows PC, please follow the instructions below.

Before Installing CrashPlan, you must be logged in as the owner of the machine using your NetID Credentials.

1. Open FDU Self Service Portal for Software on your University PC
2. Click on CrashPlan Backup and then click “Install” on the right-hand side

The entire process will take approximately 5-7 minutes, depending on your internet speed. Once CrashPlan is installed, your account is automatically provisioned in the CrashPlan system, and your backup will begin shortly.

Part : How to Install on macOS

How to Install on macOS

To install CrashPlan on your macOS device, please follow the instructions below.

1. Locate the FDU Self Service Portal in your applications folder or locating the icon on your dock
2. Locate CrashPlan Backup and click “Enroll”

3. After the package installs, you will be prompted to enter your FDU email address and then click “OK“

The entire process will take approximately 5-7 minutes, depending on your internet speed. Once CrashPlan is installed, your account is automatically provisioned in the CrashPlan system, and your backup will begin shortly.

Part : How to Replace or Add a Second Device

How to Replace or Add a Second Device

This process is used when someone will be assigned a second device and wishes to have it backed up or if the CrashPlan needs to be re-installed on the same device. Because an account already exists, it cannot be provisioned automatically. It must be manually setup either to replace an existing device or create a new backup set on the second computer.

1. Click on the CrashPlan app in the system tray (PC) or Menu bar (macOS) and then click “Setup Device”

2. If prompted, log in to the FDU NetID Portal and proceed through the FDU single sign-on process
3. Click “Replace Existing”

4. Click “Start” to continue with the replace existing device process

5. Select the device from the list you are replacing and click “Continue”

6. Click “Select Files” on the following window

7. Select and Choose which files you wish to replace by placing a checkmark next to each. When finished, click “Restore Files”

8. The next window will allow you to select how you wish to restore your files. Make your selections and click “Go”

9. The next window will display download progress for the restore process. You can continue forward by clicking “Continue” at the bottom

10. The next window Downloads the Files to your device. When the transfer is completed, click “Next”

11. Your Transfer is now complete, click “Finish“

Part : Verifying Backup Progress

Verifying a Backup Instructions

If you are unsure if you have CrashPlan installed and backing up your system, this quick guide will help give you some comfort.

1. Click on the CrashPlan icon from the system tray on Windows and the menu bar on macOS

CrashPlan Icon

2. The Progress will be displayed like in the Figure below

Section – Managing Backups

Part : How to Manage Backups

How to Manage Backups

CrashPlan allows you to manage your backup sets. If you want to review your backup set or request assistance, please contact the SAMI Service Desk to initiate a support request.

Part : How to Restore Files

How to Restore Files

Accidentally deleted or unable to find a file? CrashPlan can help. Please follow the following guidelines in restoring lost or previous versions of files.

1. Click the CrashPlan System Tray or macOS menu bar Icon

CrashPlan Icon

2. Left-click on the gear symbol and left-click on “Open CrashPlan….”

3. If prompted, log in to the FDU Single sign-on Portal and proceed through the FDU DUO Multifactor authentication procedures
4. Click “Restore Files”
5. Select the device you wish to restore from

6. You can select a date range from when you wish to restore from on the right-hand side
7. Navigate to the folder(s) and/or file(s) you wish to restore and place a check next to each one
8. Click “Restore Files”

9. Select how CrashPlan will restore your files. Click “Go” when finished

The time it takes to restore your files will depend on how much data is being restored, available system resources, and available bandwidth.

Part : How to Add Backup Sets

How to Add Backup Sets

Using CrashPlan you can create backup sets that will back up your data to additional devices utilizing a schedule. This is useful to have immediate access to critical files in the event of data loss.

This guide is only needed if you wish to have a local backup of your data.

1. Click the CrashPlan System Tray or macOS menu bar Icon

CrashPlan Icon

2. Left-click on the gear symbol and left-click on “Open CrashPlan….”

3. If prompted, log in to the FDU Single Sign-on Portal and proceed through the FDU DUO Multi-factor authentication procedures
4. From the CrashPlan console window, click the “Dropdown Arrow” symbol next to your device name to drop down a menu, then click “Add Backup Set…”

• The next window will be the Add Backup Set configuration window.

6. Click “Rename” to label your backup set
7. Changing Selected Files, click “Change”, and select the files and folders you wish to backup to a local destination

8. When finished click “Save“
9. Click “Change” to set your destination for your backup

10. Select your destination by clicking “Add Local Destination (usually an external hard drive) and click “Save“

11. Click “Add Set” to finalize the setup and start backing up to a local location

Your new back upset is finished and will begin backing up as configured.

Section – Troubleshooting

Part : Backup Alert Email Notifications

Backup Alert Email Notifications

CrashPlan will send users an email alert notifying of any incomplete backups of their devices.

• The CrashPlan email alert will be sent from CrashPlan for Enterprise <noreply@crashplan.com>
• The Subject line of the email will be labeled with: Critical: [Name of Device] not backed up

Backup Alert

You will receive an alert when your computer hasn’t backed up to CrashPlan for 5 calendar days. The email will look like the example below:

What to do if you get a backup alert

After receiving a CrashPlan backup alert email, you should locate the device the email specifies in need of backup. The CrashPlan device name will be listed in the Subject: line and Computer Name: line of the CrashPlan backup alert email. To locate the name of a CrashPlan device, left-click the CrashPlan “C” symbol icon in the Windows System Tray, also referred to as the notification area.

For macOS users left-click CrashPlan symbol icon on the macOS icon menu bar. The CrashPlan device name will be displayed in the console. Ensure the CrashPlan application displays the same name as the CrashPlan backup alert email you received.

CrashPlan Symbol Icon

CrashPlan Device Name

After locating the correct specified device stated in the CrashPlan backup alert email, force a backup of the device by performing the following:

1. Left-click the “CrashPlan” System Tray or macOS menu bar Icon

CrashPlan Icon

2. Left-click “Run backup now“

Part : Getting Support

Getting Support

Whether you’re working at home or the office, OneDrive makes it easy to create new documents and share your files. You can even collaborate with others on a document.

In the following external article, you’ll learn how to create documents and folders. It will go over how to share your files with different groups of people, as well as the various collaboration tools available in Office 365.

Effective Date: April 1, 2025

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Generative Artificial Intelligence (GenAI) is a technology capable of generating new text, images, video, and other data by analyzing and modeling existing datasets. This policy ensures that all members of the FDU Community understand that entering information into publicly available GenAI applications may contribute that data to the application’s training models, potentially making it accessible beyond the university and exposing confidential information.

Additionally, this policy defines the responsible use and data security requirements for GenAI by University faculty, staff, and students. These requirements supplement existing data security policies established by OIRT. Accordingly, diligence must be maintained to protect the confidentiality, integrity, and availability of Administrative Data and Education Records that may be accessed, processed, or generated through GenAI applications.

• Confidential, Restricted, or Official Use Only Information must not be entered into any publicly available or commercial GenAI application unless an approved agreement is in place with the Chief Information Security Officer (CISO) or the Chief Information Officer (CIO). This agreement must include appropriate data security requirements in compliance with university policies.
• WISP protect information shall not be entered into any private GenAI application without prior approval from the Chief Information Security Officer (CISO) or the Chief Information Officer (CIO). Additionally, if the application is not owned and administered by Fairleigh Dickinson University, an approved use agreement must be executed with the application provider and must include appropriate data security requirements in compliance with university policies.
• Each GenAI application handling Confidential, Restricted, or Official Use Only Information must have an Acceptable Use Policy (AUP) defining its terms of use, data collection policies, and user responsibilities. Faculty may include the AUP in course syllabi if GenAI is permitted for use in the course.
• Output from a GenAI application must be reviewed by the submitter of the request for confidentiality, integrity, accuracy, fairness, regulatory compliance, and academic attribution with unintended bias before publication or ingestion into another University system in accordance with current FDU Information Security policies located on IT.FDU.EDU.
• Confidential, Restricted, or Official Use Only Information must not be retained within GenAI systems after processing, particularly in products and services not hosted by FDU. If the GenAI system allows data deletion, the data must be securely removed once processing is complete unless retention is legally or regulatory required. If deletion is not feasible due to system limitations, alternative measures must be implemented to ensure data confidentiality, such as anonymization or eliminating sensitive data before inputting it into the system.
• A disclaimer must clearly indicate when GenAI is used to generate data or influence decision-making. This ensures transparency regarding the nature and origin of the information provided.
• In the event of a suspected or confirmed data security incident involving a GenAI system, users must immediately report the incident to the Data Security Incident Response Team (DSIRT) by creating a SAMI Support ticket. If you are unable to log into SAMI Support via your Net ID username and password, use the public form.

Appendix I

Key AI Definitions

• Submitter—End user (student, faculty member, staff) inputting a query or prompt into an AI tool or product
• Generate— the process of creating new content such as text, images, audio, video, or other forms of data based on patterns and information learned from existing datasets
• Generator–A system, tool, or mechanism that creates new content
• Ingestion— the process of inputting, integrating, and processing data into a system

Appendix II

DATA SECURITY INCIDENT RESPONSE TEAM (ROLES AND RESPONSIBILITIES)

The Data Security Incident Response Team membership includes the Chief Operating Officer, the Chief Information Officer, the Chief Information Security Officer, the Chief Academic Officer, the University General Counsel and the University Risk Manager. Each member of the Data Security Incident Response Team (DSIRT) has responsibilities related to the security of all the organization’s sensitive information. The DSIRT members listed below have specific responsibilities regarding the reporting and handling of data security incidents. Note that one person may serve in multiple roles.

Senior Vice President and Chief Financial Officer: Frank Barra
Office: 201-692-2237; Email: fbarra@fdu.edu

Chief Information Officer (CIO): Neal Sturm
Office: 201-692-8689; Email: sturm@fdu.edu

Chief Information Security Officer (CISO): Kimberley Dawn Dunkerley
Office: 201-692-7672; Email: ddunkerley@fdu.edu

Privacy Officer: Kimberley Dawn Dunkerley
Office: 201-692-7672; Email: ddunkerley@fdu.edu

Senior Vice President and University Provost: Benjamin Rifkin
Office: 201-692-7093; Email: brifkin@fdu.edu

Office of the General Counsel: Steve Nelson
Office: 201-692-2466; Email: snelson@fdu.edu

University Risk Manager: Gail Lemaire
Office: 201-692-7083; Email: lemaire@fdu.edu

Vancouver Campus Executive: Wilfred Zebre
Office: 604-648-4462; Email: wilfred_zerbe@fdu.edu

Associate Vice President for MIS: Saul Kleinman
Office: 201-692-2065; Email: saul@fdu.edu

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Last Revision: 02/07/2020

I. OBJECTIVE

In an effort to maintain the reputation, security, continuity, and technical oversight of university assets considered part of our overall catalog of services, the Office of Information and Resource Technology is issuing a new policy concerning domain names affiliated with Fairleigh Dickinson University. Affiliation with FDU is determined by OIRT in conjunction with the Offices of General Counsel and Communications and Marketing.

II. POLICY

All domain registrations that have an affiliation with the University must be registered through OIRT. An affiliation is defined as a domain that identifies the University as part of its naming nomenclature and houses content specific to the University or any function, whether administrative, academic, or student related to the University. To request a new domain, please complete the following:

Domain Transfer or Registration Request

You may also try emailing your questions to domainregistrar@fdu.edu.

In addition to the domain registration, ongoing certification renewals and any backend technical configurations will be managed by OIRT. All costs associated with the domain will be charged back to the department.

Any department that today independently manages/operates a University domain as defined above or has obtained a domain with any affiliation with FDU must notify OIRT of the existence of that domain so ownership can be moved over to OIRT management. Please contact OIRT by sending all available information to domainregister@fdu.edu. A member of OIRT will work with the department to move the ownership over properly. All content of any domain, as well as plug-ins or any other functionality of the domain, will be reviewed by OIRT but are the responsibility of the individual departments.

III. IN CASE OF QUESTIONS

All questions relating to the Domain Registration Policy can be addressed to the VP & CIO of Fairleigh Dickinson University.

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This guide is designed to assist you in mastering both the classic and updated versions of the DUO Device Management Portal. It simplifies the process of modifying existing devices and integrating new ones into your multi-factor authentication setup.

Legacy DUO Device Management Portal

1. In a Desktop or Laptop browser visit the “DUO Management Portal“. You will be prompted to authenticate through SSO and complete the Multi-factor Authentication process

DUO Management Portal

2. After authenticating you’ll see the DUO Management Portal. This is where you can enroll new devices, reactivate, edit, or delete your existing devices

If you authenticate with more than one device, you can specify which you would like to be the default.

1. Click the “Default Device” drop-down menu and pick your default device for authentication. Click “Save” if you’re done making changes

2. You can choose which authentication method you prefer to use when logging in by clicking on the “When I log in” drop-down menu
   • Ask me to choose an authentication method: it will prompt you to select an option every time you log in
   • Automatically send this device a DUO Push: it will automatically send a DUO Push to your default device

1. Click on “Reactivate DUO Mobile” if you need to get DUO Push working on your phone, for example, if you replaced your phone with a new model but kept the same phone number.

2. After answering some questions about your device, you’ll receive a new QR code to scan with your phone, which will complete the DUO Mobile activation process

1. Click on “Change Device Name” to open up an interface to change the display name of your phone

2. Type in the new name and click “Save“

1. Click the “trash” icon button to delete a device

2. Confirm that you want to remove the device by clicking on “Remove“. The device will be deleted. It will no longer be able to approve DUO authentication requests.

To add a new authentication device, click “Add another device” link on the right side of the DUO Prompt. You’ll be taken to the new device enrollment prompt

You can use the DUO Quick Start Guide for instructions on how to enroll a new device

Updated DUO Device Management Portal

You can add additional verification methods, manage your existing devices, or reactivate DUO Mobile for DUO Push from the DUO Universal Prompt.

1. When logging in to an application with the Universal Prompt Click the “Other Options” link on the authentication page to view your list of available methods

2. Click on “Manage devices” at the end of the list to enter the device management portal

3. You will be prompted to verify your identity by completing the DUO Multifactor Authentication process. Select your preferred authentication method from the listed options to continue

• After approving a DUO authentication request you can see the Device Management Portal with all your registered devices.

To add a new method of verifying your identity in DUO, click “Add a device” and follow the enrollment process described in the DUO Quick Start Guide, starting on Step 3.

The difference between adding a new device from the Device Management Portal and during first-time enrollment is that when you have finished enrolling the new device you return to the Device Management Portal to view all your registered devices, including the new one, instead of continuing to log into an application.

1. Click the “Edit” button on the device you would like to rename or remove to view the drop down menu
   • Then click either “Rename” or “Delete“

2. When renaming a device, type the new name for your device, then click on “Rename” to save your changes

3. When Deleting a device, confirm your selection to delete

If you have replaced the phone you activated for DUO Push, you can reactivate DUO Push if you have the same phone number.

1. Click on “I have a new phone” for the device you want to reactivate

2. Click “Get Started” to continue

3. Click on “Send me a passcode” or “Call my phone” then proceed to follow the instructions prompted to complete the reactivation process

1. Let the DUO Push authentication time out

2. Click on the “I got a new phone” link shown in the Universal Prompt

• If you still use the same phone number as you did when you first set up the phone to use DUO Push, then click or tap the “Text me a link” button

• When the text message with the link arrives on your phone, tap it to automatically reactivate DUO Mobile on your phone to use DUO Push again. If you don’t have DUO Mobile installed be sure to install it before you try to open the activation link in the text message.

• If you are using a different phone number than the one you first set up, then press on “I got a new number“

3. Press “Continue” to proceed to the DUO Device Management Portal, where you can complete the steps to “Adding a New Device“ and set up DUO Push on the new phone