PC Best Practice
by Dave Williams
Data Back Up
Backing up your data is probably one of the most important proactive things you should do on your PC. Why?
You’ll know the answer to why if your PC ever fails – ask yourself the following question, “If my PC fails and it needs a system restore where would I recover all my data from – emails, scripts, letters, pictures…?”
A second question to ask is, “How important is the information I keep on my PC and how would it affect others if I lost it?”
Use the following grid to assess the importance of backing
up you PC data:
|
Where would you recover
your data from? |
It’s
only on my PC |
Not
Needed |
Not
Essential |
Important |
Essential |
Critical |
|
From
a file server |
Not
Needed |
Not
Needed |
Not
Needed |
Important |
Essential |
|
|
My
work place |
Not
Needed |
Not
Needed |
|
|
|
|
|
I
have no data |
Not
Needed |
|
|
|
|
|
|
|
I don’t have any data
only programs like the Internet. |
I occasional save
documents that are sent to me for reference only |
I create manuscripts
and documents for my use only |
I distribute email and
documents for others to use and store archive information |
I’m an author and I
store info that is vital to
the running of my business |
|
|
How
important is the data? |
||||||
Methods of back up:
-
Floppy Disk
-
USB Pen
-
Server
-
CD/DVD
-
USB Hard Drive
All methods have their own issues from the ease of using the media to the security and stability of the files.
Floppy disk – new PCs do not have floppy disk drives as standard. Floppy disks do not hold much information and is susceptible to damage.
USB Pen (USB Stick) – Probably the easiest method of keeping a copy of your files, easily transported between computers, however susceptible to damage and being lost.
Server – Easy to back up but needs configuration from a knowledgeable person. The server could be in your home or business, or even on the internet. It’s important to password protect the back up file to stop others reading it so a simple file copy is probably not suitable. Though it is relatively simple to recover the data to another PC help may be required.
CD/DVD – All PCs supplied without a floppy disk now have a writable CD or DVD drive. This is an expensive way to backup data as you need to buy the disks, however the disks can be used in any PC and data recovered to any PC. The disks can also be removed from your home and stored in a secure location or even just an outhouse. This is a more stable media than floppy disks or USB Pen but is still susceptible to damage.
USB External Hard Drive – As easy as backing up on USB Pen but with far greater stability than a CD/DVD. It also has the greatest storage capacity but with a monitory cost attached. Though this is probably the best method its size doesn’t make it practical to carry backwards and forwards daily.
It’s important to understand that although you might take a backup on a regular basis there’s no guarantee that you’ll be able to recover the data when your PC fails: my recommendation for critical data is to back up daily to a USB Pen with weekly/monthly backups to CD/DVD or USB Hard Drive.
What do you need to back up?
Programs such as Word, Excel, Internet, etc., do not need backing up – all installation disks with license information should be kept in a safe place away from the PC. You only need to back up data files like manuscripts, documents, pictures, emails, etc. Most of which you’ll find in your ‘My Documents’ folder and any subdirectories contained within. You should also back up documents that you’ve saved in other areas like the ‘Desktop’.
Emails are slightly more challenging as they’re held in a separate file associated with the email program you are using; also the type of operating system (XP, Win98) determines where the file is stored. Please check the programs help file for guidance.
How do you back up the data?
Windows has a built in back up program that will allow you to select the files for back up, select where to back them up to, and create a security password (ideal for the server method). You can also schedule the back up to be preformed at a regular time suitable to you.
You’ll find the link to this program in ‘System Tools’ in the ‘Accessory’ folder of the ‘Start Menu’.
You can also use a ‘Briefcase’ back up system called Synchronisation. This is ideal for USB Pens, Servers and USB Hard Drives. You create a second copy of all the files/folders that need backing up in a ‘Briefcase’ that sits on the back up medium (e.g. USB Pen). To back up the files you simple access the Briefcase select synchronise and it will update all the changed files since the last time you did it.
Unfortunately it’s not possible to password protect the Briefcase file so the storage media has to have its own security – clearly if you loose a USB Pen with all your data on it you want to make sure no one else can read it!
Drag & Drop can be used to copy the files or folders one at a time. This, though the simplest method, isn’t practical if you have a large amount of data spread over several areas. It is the best method if you only need to back up the odd file.
Security of the data has to be considered.
Specialised Programs. There are a raft of programs available that can help you keep your data safe and secure. Some are simple, some are complicated, all the best ones cost money.
If you use the advice above and the methods I’ve explained you can help ensure your manuscripts and data will always be recoverable in the event of a disaster – after all you don’t want to retype those 80,000 words, do you?
This page hasn't been rated