Backup Tips

Creating original documents is dangerous work. Hours of irreplaceable work can be destroyed in a flash due to computer hardware failure, virus infection, disk failure, or user error. “Backup” is the most practical means of protection.

“Backup” means keeping one or more extra copies of your document, preferably in separate places. Imagine the worst: what would you do if your computer crashed and you lost everything on it right now? What if the building burns to the ground? How much work would be lost? What would you have to do to replace it?

Data/Software Backup Tips:

compose your document with frequent saves to your computer’s hard disk, and always consider that version to be your "original" (modern hard disks are considerably more reliable than floppy disks, CD’s, or other removable media).
when you stop for the day, or when you reach a milestone representing a level of work that needs extra protection, “back up” by saving the file(s) to removable media, usually flash drive. Usually, you can do so by selecting File, Save As while your document is open, or you can close the document and copy it with Windows Explorer or by some other means.

if you work on lots of different files, consider using Beyond Compare or a similar program to synchronize your hard drive data folders with your backup media. Beyond Compare is available for free trial at http://www.scootersoftware.com/ and will help you quickly find and backup all edited files in a folder or set of folders. Highly recommended!

at the earliest opportunity, store the backup in a separate physical location. The backup should be far enough from the original that the likelihood of both locations being destroyed is extremely small.
if you can’t immediately store the backup media in another physical location and the document isn't too big, consider e-mailing it to a friend or colleague. You can also e-mail it to yourself. That way, the document is safely stored on your e-mail server until the next time you check your e-mail.
yet another option for off-site storage is to use an on-line backup service. Most charge a small fee; some services are free or provided free when you buy a certain brand/model computer (check your computer's documentation). Visit Online Backup Providers and Reviews for a lengthy list of providers and information about them.
the second time you create a backup of a document, make it on separate media from the first backup. That way, you always have TWO backup copies of your document. This will protect you from computer failure or user error that destroys both the original and the copy while doing your backup.
if you must do significant editing to the document, save it under a different name, for example, mypaper2.doc . Continue to use new names with each successive edition, being careful not to delete the old ones until you are 100% sure that you will never need them. This is especially important when combining documents to make a new document: always give the new document a different name, and always save the original pieces in case they are needed later.
for extra protection, periodically print your document. That way, the document can be re-typed if the disk version is destroyed or damaged.
if you have lots of software installed on your computer that would be time-consuming to re-install, consider doing a backup of the entire hard drive. Many programs are sold for this purpose, but they are more practical if you have high-capacity removeable media, such as a USB hard drive. Computers with Windows 7 will find the backup program under Control Panel, System and Security, Backup and Restore. Be sure to include the option to create a "system image" if you want to back up the software and not just the data. Some manufacturers (including Dell) include their own separate backup program. If you are using a computer with Windows XP Professional, a backup program is available under Accessories, System Tools. The option to back up "all information on this computer" is similar to the Windows 7 "system image" option.
finally, make your backup efforts proportional to the value of the document. If you are doing something simple and short that could easily be reproduced, you may not wish to back up at all.

Hardware Backup Tips:

An individual usually doesn't need hardware backup. If your computer is destroyed, buy another one and restore your data, which should be backed up as above. Businesses, however, may need to get back in operation much faster than if they had to buy new hardware after a disaster, especially if they use hardware other than what you can buy at the local computer store. In those cases, the business may wish to have backup hardware that could be used quickly if the main hardware fails or is destroyed. Protection against disaster would of course mean storing the backup hardware separate from the normal hardware. Some firms even go so far as to keep a complete backup system in operation with the ability to switch to it instantly if there is a problem.

Network Backup Tips:

Again, an individual usually doesn't need network backup. If your Internet connection goes down, just wait till it comes back up, or call your Internet provider's technical support. Businesses, however, may rely heavily on the network, and they may lose money rapidly if it is down. In such cases, the business may wish to have an alternate connection to the Internet. Caution: make sure the alternate connection uses separate physical cable. Many Internet providers share telephone and data lines, so more than one provider may be affected if for example a fiber optic line is cut.

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Last updated October 17, 2011