“Of Mice and Megabytes Supplement”

BACKING UP YOUR DATA
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What if you turned on your computer and heard only this strange sound: clunk-clunk-whir-clunk-clunk-whir. In other words, how panicked would you be if your hard drive failed?

Backing up your computer is a necessary evil requiring nothing more than making a copy of the files residing on your hard drive. Should your hard disk fail or if you accidentally overwrite an important document, you could restore it from the backups you’ve created.

Today’s computer users have numerous hardware choices for creating backups: re-writable DVDs (DVD+RW, DVD-RW, et al) and CDs (CD-RW, not CD-ROM), streaming tape, large capacity external Zip and hard drives, and even a networked computer. But having this hardware at your disposal is only half the solution. You’ll also need software to automate this undertaking, and, in an overall sense, just plain turn a cumbersome task into an easier one.

When choosing backup software, however, be sure that 1) it supports the hardware you have installed or are planning to install, and 2) it has the ability to generate disaster recovery disks. This point can’t be overemphasized because the backup/restore program maybe loaded on the same hard drive that no longer works. So, whatever backup program you choose, be sure it has the ability to run its restore function to reinstate your data, programs, and system files without the use of your hard disk.

Here are a few other tips to remember:

• The backup software can digitally compress some of your files. That means a 2-Megabyte spreadsheet file may require as little as 1-Megabyte of backup storage space.
• An advantage of a large capacity tape drive or other media is that you may be able to backup your entire hard drive unattended (i.e., while you’re asleep).
• External hard drives are available in capacities of up to 200-Gigabytes (Gb). They can be connected easily to your USB or Firewire port to provide fast, simple backups.
• Consider keeping generations of backups by saving them from various points in time. That way you’ll have different versions at your disposal.
• Know where your data files are located. Then, you can save time by making frequent backups of only newly created or modified documents instead of backing up the entire hard drive.
• Outlook Express users: To determine the location of your message folders, click Tools|Options|Maintenance. Then click the “Store Folder” button. To backup these files, make sure Outlook Express is shut down.

Even though I have an 8Gb tape backup unit, I’m leaning towards purchasing an 80-Gb external drive for making complete backups, while I’ll continue to use my CD-RW drive for making smaller, document-only backups. My software of choice is Back My PC (stompinc.com) due to its ease-of-use and hardware options.

For more information, visit taobackup.com (for a light-hearted approach) or about.com and search for “backup.”

Don’t think your hard disk will fail? Just remember this old computer geek truism: “It’s not a question of IF your hard drive will fail, but WHEN.”

[NOTE: If your hard drive has failed, click here for information about data recovery services.]

Re-printed from the Rafu Shimpo, April 2003. Copyright©2003 Rafu Shimpo. All rights reserved.