Backing
Up Data
Backing-up
data is one of those jobs you are always meaning to do but never
quite get around to. All the time you're adding fresh data to
your computer and it's stored on your hard disk. You're writing
letters, compiling or adding to spreadsheets and so on. Even when
on-line you're adding to your email address book, filing emails
and bookmarking favorite website sites. A hard disk disaster or
a virulent virus could lose you all this work! It's not a question
of if, but when. Don't be caught out .
Big
businesses understand the value of backing up their data regularly,
probably once a day, because it's value is beyond price. They
will use expensive automatic equipment, make at least two copies
and store them in different locations off-site in case of fire,
burglary or whatever.
"Preparing
to back up"
What will you need to back up? Well, you won't need to back up
any programs that you have the original CDs for, such as the operating
system, office suites etc. but you will need the files that you
have made using these programs It helps to identify these files
if you adopt a structured approach to filing. Output from word
processors will be filed in 'My Documents' but other documents
such as spread sheets, databases, graphs etc. can also be filed
there. For example, my wife runs a social club, so one of the
folders in 'My Documents' is labelled 'Social Club'. Subfolders
contain letters, posters, notices, spreadsheets and databases
connected to the club.
I have made a master folder 'Downloads' where I store all the
downloaded master files that have cost so much time and effort
to obtain and I have put an index written in Notepad in the folder
to identify the programs.
Important
this, as downloads tend to have similar icons and weird names.
Try to remember what program 'xc203-jh.zip' is in a year's time.
This is also an ideal place to make a note of passwords where
needed.
I
have an E-book folder where I store all the E-books I've downloaded
and a Photos folder for all my photos. In short I have a group
folder for all my interests. This makes backing-up so much easier.
Files
produced from other applications may not be easy to find and some
detective work required. For instance your Address Book and E-mails
received can be found in Program files -> Outlook Express folder.
They are labelled WAB and Msimn respectively. Alternatively you
may wish to back-up the whole folder; it's not too big. The 'Program
Files' folder contains most of your application files; another
useful source is the 'Windows' folder, that contains your 'Favorites'
plus other folders of interest.
Searching
out all the folders and files you will want to back up can be
a painstaking operation, and not one to be tackled often so make
a hard copy and keep it in a safe place for reference. You will
need to update it at intervals to suit yourself.
"Back2zip"
Back2zip. is a free backing-up program that's very quick and easy
to use. The pic below shows the easy interface.
When
installed Back2zip makes a newfolder, MyBackup, and installs it
on a different drive from C: if available. If not, then it's C:
But
if you have two hard drives Back2Zip will put MyBackup on the
second drive, so you have two separate copies of each file.
You can see that on my computer it's D:\MyBackup. Back2zip places
your My Documents folder in 'MyBackup' by default. After that
it's easy to add your other folders or files to the folder as
shown above. I've added 'CD Compilations and 'downloads', for
example. I shall go on to put all the folders to back up in 'MyBackup'.
But it doesn't stop there. If I add a file to, say, My Documents,
a copy is automatically transferred to MyBackup, keeping it up
to date. It's a very easy program to use.
Gathering all the data you want to back up in the MyBackup folder
makes it very easy to save regularly elsewhere.
It's
from the same firm that provides the free Zip program, JustZIPit
that I also recommend.
Both
these programs can be downloaded from several locations. Do searches
on your favourite search engine.
"Store
backups Online"
If you run a web-site you can upload your folders and files to
your webhosts server provided you have spare capacity. There are
websites that will allow you to upload, particularly pictures,
very cheaply or even free. But I advise you to check their terms
and conditions carefully. Although this is a possibility for me
I prefer to keep my back-ups in my CD rack.
"Back-up
to another computer"
If you're fortunate enough to have a networked computer use it
for backups.
"Back-up
to CD"
My solution for home computers is to copy files I want to back-up
to a CD. Blank CDs are very cheap now and will hold up to 700MB.
(or more at a pinch), and CD-R/RW drives are also getting cheaper
all the time. It's worth paying a little more to get one with
buffer under-run protection (burnproof).
The process of putting data on a CD is called 'burning' and is
done by a laser beam, so it's dangerous to take a drive apart.
Leave that to the specialists.
"Burning
Software"
My own CD-R/WR drive was bought some time ago and doesn't have
buffer under-run protection, but with reasonable care I don't
get problems. One reason is that I use 'NERO Burning' software.
I've used other software but this is the best I've tried.
There's a facility that runs a simulation of burning a disk. I
can adjust the settings then do the test. If there's a problem,
I'm told and no harm is done; I can readjust the speed and rerun
the test until all is OK, then the real burning is done. It takes
a little more time, but saves time overall.
Now I know what the drive, the CD and my computer can do I don't
need to do a simulation for standard jobs.
Another
great feature of NERO Burning is the wizard, that allows straightforward
jobs to be automated. Manual control can be used as proficiency
in the use of the software is gained, but I have had no need to
use anything other than the wizard. Sufficient unto the day...............
At
the time of writing, NERO Burning is up to version 6, but I am
using version 5 with great success. When software has been about
for some time new versions are largely cosmetic or add benefits
of questionable worth. Latest versions of NERO Burning can be
bought at most High Street stores, but Amazon usually have older
versions at a much reduced price. Why not try them now.
"Types of CD"
The commercial CD for music or software is produced using a pressing
operation. They are permanently set. CDs that can be written on
a computer are produced by 'burning' with a laser beam. The latter
can be corrupted by strong light such as sunlight and heat so
must be stored accordingly.
CD-R
These can only be written once on any part of the disk. Files
can be deleted but the space cannot be reused. They can be written
in more than one session (multi-session), if wanted, so can be
filled up. They can be read on any CD Rom drive.
CD-RW
(rewriteable)
They are more expensive but can be used similarly to a floppy
disk. They must be formatted before use and files can be deleted
and overwritten just as a floppy disk. They can also be reformatted
to erase all files. They can only be read on a RW drive and in
my opinion are more susceptible to corruption. For backing up
I prefer the CD-R disks. Both the above can hold up to about 700MB
of data, but DVDs (Digital Versatile Discs)are available that
can be used similarly to the CD but can hold 4 to 9 GB depending
upon type.
They
do, of course need a DVD drive and the system is more expensive.
But prices will come down! Nero can handle DVDs Different disc
formats are used for different purposes and the software program
will want to know if the CD to be burnt is for data, audio, graphics
or maybe a mixture. 'NERO Burning' takes care of this in the wizard.
There is also a choice between plain and multisession. In the
first case the software 'seals' the CD; it is complete.
"Other
Solutions"
The above describes how I back up my data but there are other
solutions. In particular it is possible to back up part or even
the whole of your hard drive. Nero Burning is capable of this
but it is not straightforward and needs a lot of CDs. It becomes
more viable using DVDs.
Alternatively a second hard drive can be fitted and the whole
of the C: drive copied to it. There are also means available whereby
a hard drive can be fitted into a special cradle and plugged into
the front of the computer case.
If you are using your computer to run a business you would be
well advised to research your best method for backing up your
computer.
"Final
Tip"
When you've burned your CD lose no time in marking it with at
least title and date, but be careful to use a soft felt-tip pen
with permanent ink. There are pens made specially for the purpose
in a range of colors.
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