Prepare Now To Avoid a Data Disaster

Computer- $600; Anti-virus software- $100; Backup software and equipment- time & money; Twenty years of pictures- priceless.

For some reason we tend to trust our computers way too much with our priceless information. We load pictures, music, bank records, personal information, etc onto the machines thinking it’s all in safe keeping. Unfortunately, we forget that they are only machines and that they can get sick, stolen, ruined, and even crash without any warning. Isn’t it worth the time and money it takes to ensure the safety of your priceless information?

When you “back up” your computer, it means that you make a copy of the data to use if your files get lost and or destroyed AND that you can restore the data using these backed up files. Many of us perform the backup activity. (If you are still one of few out there who still doesn’t backup your data, please… DO IT! It’s easier than you think!) However, most of us wonder if we needed to actually restore our data from the backup copy, would it be there on the disk or drive like you thought it would be?

There are four basic options when it comes to deciding what medium to use to store your backup data. Each option has pros and cons and you need to decide what best suits your personality type and usage needs best.

• Removable Hardware- is a writable CD or DVD, flash drive, or USB storage. Writable CDs and DVDs allow you to be able to store data on a disc and then read it on any compatible computer. DVDs do hold more data than a CD, but both are good for a medium amount of data (music, videos, etc). Flash drives and USB storage components are good for transferring data from one computer to another, are portable, and easy to use. They, however, hold only small amounts of data.
• Software- where you can install it and “set it and forget it”. The good part is that you don’t need to think about backing up again until your storage runs out of room. The bad part is that you may need to dish out another penny or two to buy an external hard drive for more storage.
• Online Services- is done through online companies that keep your files protected in the “outer space” of the internet. This is a good because it keeps them safe from physical harm (fire, theft, flood), and also makes it so that you can access the files from any computer. Online backup is usually used in conjunction with backup software.
• External Drives- are small equipment ‘boxes’ that seem to be the solution of choice since they have such a large memory, are relatively cheap, and are portable. Essentially, all you have to do is plug it into a USB port, drag the files to the drive, and let it go to work.

Now for the “hard part”: You must remember to perform the backup! Some software programs can be set to remind you automatically, but you must do it when reminded, not just click ‘remind me later’!! Actually schedule a time once a week to perform that back up! And ‘just do it’!

Finally, you want to perform a check to make sure that a recovery will actually recover what you are expecting to recover. You can do this periodically. One of our clients uses Seagate (an excellent backup software and hardware), but keeps getting an error message that says something is not working correctly! Ignoring this message will jeopardize her files, and probably make her ‘restoration’ of files incomplete. We all know, if one file doesn’t get backed up properly, it’s probably the one that we really needed most! And, with any backup solution that you choose, remember to make an extra copy and it off-site, somewhere where it will be safe in case something happens to the original backup. (We keep our work backups out of the office in a fire proof and water proof safe.)

If you are interested in finding out information about specific products and pricing and reviews, go to www.cnet.com and type in the key word ‘backup software’. If you are interested in free backup software (many are very good even though they are free) type in the keyword ‘free’.

Here’s a staggering statistic- 4 out of 5 people have lost files on their computers, yet 64% only back up their hard drives every 2-3 months or less, according to the disaster recovery firm, Acronis. The reason for this is mainly because it used to be complicated and take up a lot of time. Now, however, there’s no excuse- it’s quick, painless, and simple. Stay tuned… more about data recovery and back up coming next week!