Backup – What, Where, When, and How – May 2007

It doesn?t take long to back up your files, but it does take discipline. Just like getting the oil changed in our cars regularly to maintain its health, it is imperative that a good backup program be put in place for you computer creations. Follow these simple rules for backing up your files and you will be able to face any computer calamity:

Save your files in a common folder or directory like My Document or Work
Make sub-folders if you have a lot of categories
You do NOT need to back up the entire hard disk. Most of the hard disk is occupied by programs not your data files
One easy way to backup is using a flash drive:

Open up Windows Explorer (Start | Programs | Windows Explorer), find the folder that you are saving your data files in and RIGHT Click on it?.Now Click Send To, removable disk (drive letter will vary depending on your setup)

That?s it, the entire contents of your important folder will be transferred to your flash drive.

Other important considerations:
Take advantage of the built in backup programs that come with all financial software, genealogy software, and other specialized programs.
Make at least two backup copies of everything you deem important
If you have extremely critical data, then keep one of your backups onsite and take another backup to a bank safe deposit box or some other safe place
Backup your data at least monthly and more often if you create or change data files a lot

What to Backup

The general rule of thumb I give is backup anything that you created or modified. Here is a non-exhaustive list of items you need to backup:

Word processing documents
Spreadsheets
Photos
Email downloads or attachments
Address books
Financial information
Favorites or Bookmarks
Downloaded music
Email passwords and/or settings

When to Backup

At least monthly OR anytime you worked on a large project that you don't want to lose
Before vacations
Before making major software or hardware modifications to your computer system

Where to Backup

Large amounts of data that doesn't change should be archived onto CDR's or DVD+R's. Examples would be pictures, music or video
Items that change often should be backed up using USB flash drives
External hard drives (or a second internal hard drive) can be used for more frequent automated backups, but should never be considered your only or primary backup.
Online backup will become more popular as faster and faster Internet speeds become available

How to Backup

We already mentioned the easy-to-use "Right click and Send To" method which works well
Archiving data requires you to use a CD/DVD burning software like Roxio, Nero, or similar.
Automated backup systems can be setup and utilized. Two of my favorite backup systems are: