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How To Do A Computer Data Backup
Subjects > Computers
Data Backup Basics
Within every organization, there is information stored on a computer
that is critical to the organization. It may be a report for a funder, client
records or accounting information. If this information is lost or damaged
the cost in recreating it can be extremely high and in some cases well
nigh impossible. Unlike paper files that remain where you put them
until moved or disposed of, computer files are vulnerable to damage
and corruption. Whether the loss of a file is due to a failed computer, a
virus or the accidental use of the ‘delete’ key the result is the same.
Disruption to the office and services while the missing information is
sought and re-entered. If your office is broken into the loss of the
computers may be covered by insurance, while lost data most
definitely is not.
Although the risk of lost or damaged files is greatest with older
computers, new systems are by no means immune, with the human
factor coming into play regardless of the systems age.
‘Backing up’, in its simplest form, is keeping copies of files in a
separate location so that if the originals are lost you have a readily
accessible ‘spare’.
There are many ways of backing up data, from storing critical files in a
remote Internet based location to having copies on diskettes, from
additional hard drives to tape drives and CD roms. What system you
use depends very much on the needs of your organization.
Key elements in any backup system are:
The Human Element
Any system that relies on human activity, whether it is changing a
tape/diskette or running the backup program is at risk. Distractions,
absence and plain forgetfulness mean that tasks can be overlooked,
and Murphy’s Law is such that the day a file is not protected is the
day the computer manages to damage or lose it.
Get Help
Installing a good backup system is not complex, but it needs doing
properly, with due consideration given to where and how files are
stored. Unless you have someone on staff who really understands
these things seek guidance. The cost will be modest with the benefits
substantial.
Central File Storage
If your office does not have a network you will need a backup system
on every system. This is rarely cost effective. Avoid the temptation to
have one backup system, perhaps a Zip drive, and have to run it on a
different machine each day. This means that files are only backed up
weekly and only then if the person responsible actually carries out the
task each day.
By having all files on one computer, the ‘file server’, you can have one
permanent backup system that protects everything automatically.
Take Files Off-Site
There is little value in having your files on a tape which is left in the
machine and so just as vulnerable to theft or damage from fire as the
rest of your system. Take it away from the office.
Risk Assessment
Review what information is critical to your organization and determine
what needs protecting. Are you in an old building that is prone to
flooding from above? Is there a sprinkler system that will protect your
office from fire and flood everything in the process? Review the risks
and develop a strategy that will protect you.
Test the System
Once you have set up your backup system test it and make sure it
works. The day after a major disaster is not the time to discover that
your backup system has not been saving the correct files.
There are many ways to save critical data. The choice depends on how
your office is set up, whether you just want to back up data or if
programs need copying as well. With many files needing large
amounts of storage space, especially pictures and presentations, be
sure your backup system has the capacity. Unless you have just a
handful of small data files, diskettes, with a capacity of 1.4Mb are not
an option. Even Zip disks with 100Mb and 250Mb capacity are starting
to become too small.
Whatever the size of your organization or the work you do, protection
and backing up of files is extremely important. Look into the matter
immediately and act. After all it is only a question of ‘when’ rather
than ‘if’ you will lose data and need to recover damaged files.
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