Article 6 - Backing up Data

Backing Up Data

Generally speaking, the hard disk is the place where all programs and data folders are located. While business users ensure that all data is "backed up" on a regular basis, usually every day, domestic users often forget to carry out this essential task. The term "backing up" means copying folders to somewhere other than the hard disk for safe keeping.

Why is this important?

The importance of this task becomes apparent when the hard disk is no longer usable for one reason or another. This can happen when, for example:

A virus has invaded the computer and has so infected the system that the only way to sort out the problem is to delete all folders on the disk, install Windows from scratch and then re-install all other programs.
The disk itself has been physically damaged and can no longer be used. This can happen when the computer is switched off without shutting down properly, by a power surge which can damage the computer in many ways (e.g. a lightning strike sending a power surge down the electrical or phone lines), or by dropping and/or falling over the computer.

In both these cases, all information on the hard-drive is lost. In order to get the computer working again, the original Windows CD (and product key) will be required, as well as the CDs for all the programs installed on the computer. While these CDs are usually available, getting all your documents back can be a big problem. Think here of:

Documents over the years which you would rather not lose.
Digital photographs taken from your digital cameras and stored on your computer.
E-mails
E-mail addresses
Folders associated with the programs you use, such as genealogy, garden plans etc. etc..

How can you protect this information?

The facilities available for copying important files vary with computer systems. Originally, almost the only possibility was to use "floppy disks". The main drawback is that a floppy disk can hold up to 1.44 megabytes of data. While such a disk can store quite a lot of normal documents, backing up large amounts of data (photos, films) is unmanageable. Other possibilities available today are:

CD. This requires that you have a CD writer installed on your computer as opposed to a CD drive. A CD will hold up to 750 megabytes of data.
DVD. This requires that you have a DVD writer installed on your computer. A DVD will hold up to 4.7 gigabytes (4700 megabytes) of data on a single disk.
External Hard Drive. This requires that you have an external hard drive attached to your computer. Drives are available that will hold 500 GB or 1 TB (1 terabyte = 1000 GB) of data and cost less than £100.
The Internet. There are facilities to back up data to specialist companies on the Internet. Such a company will guarantee to restore your data within a set time period.
Keep the paper copy of documents. If all else fails, a scanner can be used to restore them.

Whichever method you choose, the important thing is that you should do your back up on a regular basis, such as once per week. Try to get into a regular routine, and then stay with it (easier said than done!)

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