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Computer Support For Individuals And Small Business |
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1/3/12 |
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Backup?? Do I Have To? @#&!? |
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Larger businesses have elaborate backup systems and procedures, and IT staffs to carry out the process. But what about the rest of us?
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We all know how important it is to back up our computer, but, let's face it, it's boring! The bottom of the "to do" list! Trouble is, anyone who has undergone a serious computer crash can attest to how valuable a good backup is (if they had one, or even more so if they didn't!).
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So how can we go about it as painlessly as possible? The first step is to assess how important it is to you. This is as much a business decision as a computer decision. In addition to protecting your data (and all your hard work), some people will have legal and regulatory issues to consider, such as financial planners, CPA's, attorneys, medical personnel, etc.
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Whether you have business data (customer lists, letters, accounting records, etc.) or personal items (pictures, music, health information, etc.), consideration should be given to the value of the information contained in your computer files. You may decide it's not that important, and that's the end of it. Or, on the other hand...
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Frequency - How often should a computer be backed up? This depends primarily on the rate of change to the data. If it is used extensively every day, it would probably make sense to back it up every day. This is particularly painless with modern backup software which can automate the process. |
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Though the overriding reason for backing up is disaster recovery, the most common use of backups is for the recovery of files which have been accidently deleted or otherwise damaged. The more current the backup, the more current the recovered file. If there is any doubt, we usually recommend backing up every day.
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So, how should a backup be performed? There are two basic ways to execute a backup: manually and automated.
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How-to Backup - Manual - The simplest way to backup in concept is to do it manually. That is, simply copying the data (not software) from the source drive, usually the C: drive, to a target drive or disk using basic Windows interface tools. To facilitate this, we recommend keeping all, or as much as possible, of the data in one master directory such as MyDocuments or Documents. This way the entire directory, therefore all the data, can be transferred in one simple copying operation.
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The backup should be labeled in such a way as to indicate the date (and perhaps the time if that is important) it was backed up. If part of the source data is located in other folders on your computer for some reason, such as proprietary software, it would be necessary to perform the same operation with that data. If you use an email client such as Outlook, be sure you capture your email data which may be in a different folder on your computer.
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How-to Backup - Automated - There are plenty of choices of software that can automate this process. Choose one that meets your needs as to what you want to backup and to where you want to back up your data, particularly if you are backing up to multiple locations. Windows 7 comes with a backup utility, though Windows 7 Professional or Ultimate is required to backup over a network. Mac OS X 10.5 (Leopard) and higher also include a backup utility.
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Backup Target Media - What do you back up to? There are several choices as to where to back up. Some of the most common are: external hard drive, CD's, DVD's, jump drives, internal hard drive, and online backup. Each has its pluses and minuses, but all can be effective. Part of the decision is cost, but also important are the value of your data and with which method you are most comfortable.
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Keeping a Copy Offsite - Regardless of media, it is important to maintain a copy of your backup in a different physical location. A backup should be taken to an offsite storage location on a regular basis. This can be one of the most difficult aspects of a backup system. |
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An online backup system (over the internet) can be utilized, at a reasonable cost, to meet this requirement. Otherwise, it may require multiple target drives, CD's, or DVD's and consistent action, such as regularly transporting a copy of the backup to a safe deposit box.
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Multiple Backups - Depending on the level of importance of the data, it may be prudent to consider multiple backup media. For instance, backing up to an internal hard drive, external hard drive, and an online backup provides multiple layers of protection.
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This article only scratches the surface of the subject of backing up. It's simple in concept but difficult, and not particularly exciting, to carry out. Nevertheless, it is critical to protecting your business or personal information.
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