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EndNote: Backing up your library

This software package for managing references (citations) is available free to Monash University students and staff. This guide has information about working with EndNote in the Monash University environment.

A word about managing your library

EndNote works most reliably if you store all your records in a single ‘master library’. For security and peace of mind, your master library (and indeed all your data and documents) should be regularly backed up.

Local backup systems fail, and you can lose all your work. This includes external hard drives, USB sticks, discs, and other purely local methods. Commercial or free “cloud” type stores also have security and ethical storage issues for Monash researchers.

Cloud storage services and EndNote

It is a recommendation of the EndNote vendor that libraries and databases should NOT be opened/used directly from the cloud storage sync location. 

University network drives

The Library strongly recommends you keep your backups on a University network (your personal or departmental network drive, not your computer’s C: drive), or other Monash approved storage system with a multi-location redundant backup system.

Monash Google Drive

Another easy option would be to use the Google Drive storage available via your Monash Google account. This data will be protected by the Monash data security agreement with Google and adheres to acceptable storage protocols for most research data (this is NOT the case with any private Google account or any other ‘cloud’ account). Monash Google Drive via your Monash computer account (your Monash user name and password) is securely and regularly backed up.

Instructions for backing up your EndNote Library to your Monash Google Drive are contained in the downloadable pdf on this page.

Some critical data will still need to be stored only on a Monash network drive. See Monash University Electronic Information Security Policy for more information.

EndNote Online

The web version of EndNote (EndNote Online) can be used to create bibliographies, manage references, share libraries collaboratively, and insert citations into Microsoft Word via Cite While You Write functionality. It can be used as a stand alone library or as a way of transferring references if you are using more than one computer.

Read more about how you might be able to use EndNote Online in conjunction with EndNote desktop on the EndNote Online tab of this guide.

More about managing research data

Talk to your Subject/Contact Librarian for further information about other important data management issues, sign up to a Library Data Management class, or review the Research Data Management information at