Stop. Backup. Save.
Most people only think of backing up when it's too late.
September 19, 2008
By Eleni Swengler
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We’ve all seen the TV commercials for Geek Squad, where nerdy-looking guys in black-and-white Volkswagens race off to help computer users in distress. The commercials are funny, but my computer-technician husband shares real-life horror stories with me. His clients often come into the shop in tears because their computer failed and they had not archived any of their information — in fact, many of them hardly ever conducted backups. The most disturbing story involved a woman working toward her Ph.D who lost her entire thesis when her hard drive failed.
Protecting files against not only a potential hardware failure but also a possible environmental disaster is critical. For small businesses, the downtime and resulting loss of revenue could be devastating. Computers can be replaced – data can’t.
Luckily, there are some options for backing up data ranging from economical solutions to pricier systems. A couple of questions need to be asked before a method is chosen:
- How much downtime is tolerable after a loss of data?
- How much money is available to implement and maintain a backup system?
The next issue involves thinking about what type of information should be backed up. Here is a list to get started:
- all data files (documents, photos, music, movies, etc.)
- e-mail address book, contact info
- important e-mails
Applications don’t necessarily need to be backed up. If they were purchased legally, the installation disks should exist somewhere. However, some people like to clone their computer setup and back that up as well, so that in the event of a major catastrophe they can reinstall this information on another machine and be up and running in no time.
Here are several methods of conducting backups, starting with cost-effective solutions and working our way up to more expensive options:
Archiving to CD or DVD
CDs hold about 700 MB of data and DVDs hold about 4.5 GB. This method is relatively cheap, and since the backups are conducted manually, the information is indeed being archived. The downside is it requires discipline, an ability to plan a backup schedule and then follow through (procrastinators beware). There are some other downsides in that CDs and DVDs can be prone to damage due to environmental conditions. Don’t write directly onto the CDs with a marker – I learned this the hard way. The ink from a marker can bleed into the CD over time. Also, don’t adhere labels to CDs because the glue can also seep into the CD. Specially designed pens for writing on CD labels can be purchased at an office supply store. It’s also a good idea to make two copies of each CD so that one copy can be stored in an off-site location. If CDs or DVDs are going to be stored on-site consider investing in a high-end fireproof and waterproof safe.
Archiving to external hard drives
Another method to consider is manually conducting backups to an external hard drive, either one built into the computer or a FireWire external drive. The pros of this method are the same as above. The bad news is that external hard drives can be prone to mechanical failure due to misuse and environmental conditions. And it still requires organization and discipline to make sure backups are being conducted on a regular basis.
Online storage
Online storage is a viable method for those who are not dealing with extremely large file sizes. This method involves uploading data via the Internet to an online storage facility. Prices can range from only $5 a month to more than $100 per month. This enables access to data from any computer via the Internet, and it’s relatively affordable. Keep in mind that big files take longer to transfer, so if someone is saddled with a slow Internet connection this probably isn’t the best method to consider.
Backup software
A myriad of software programs conduct regular backups on one or more computers. A schedule must be set up that designates both the specific portions of a computer that need to be archived and the time intervals when the backups need to take place. This method makes backups a no-brainer, and also provides the option of storing data off-site. Backup software can be costly, so it might make more economic sense for a business rather than an individual.
There is no “one size fits all” when it comes to conducting backups because everyone’s needs are different. The perfect solution might also be a combination of the above methods. The key is to stop procrastinating and start conducting regular backups, before it’s too late.
Eleni Swengler earned her MFA at Temple University’s Tyler School of Art and went on to work for the Discovery Channel, an e-commerce company, a multimedia firm, and finally as a senior designer at Towson University. In addition, she taught design for four years as an assistant professor. In her spare time she freelances for a variety of corporations, nonprofits and educational institutions. Visit her website at eleniswengler.com.
