How to Effectively Back Up Your Data

What to backup, and what to lose

The oldest "computer expression" is that there are two kinds of computer users, those that backup their data and those that will. Often, it takes a "data disaster" to compel otherwise responsible people to make a regular habit of backing up their data. Still, the majority of computer users do not back up their data.

According to Computer World, the annual cost to recover lost data per laptop is over $800.00 per year. This amounts to billions of dollars per year spent nationally to recover (or not recover) data that has been lost due to users not backing up their data. Critical data files are often stored on personal computers and laptops and often not subject to regular backup.

If backup is so important, then why don't most people do it?

The truth is, backing up data from your computer to CDs, memory sticks, other computers, and network hard drives is inconvenient. It takes time out of a busy day. Most backup utilities require the users attention to start, monitor, and close the process. Backup takes time from the user that can be better spent doing something else. Backup is boring, since it may disable or tie up your computer while the backup is taking place.

So what data should I back up?

The simple answer is any file that you would miss if you did not have it. This includes documents, presentations, spreadsheets, accounting data, and other data files. Also include your Favorites folder, telephone directory, appointment calendar, and tasks. It may also include pictures, music, family video, and any other data that is significant, especially if lost.

Look at all of the programs that you use regularly. Find the data files that these programs and mark these for regular backup. Often these files are not behind your MY Documents folder.

For example, if you use Quicken or QuickBooks, the important data files are saved in a folder behind the Quicken or QuickBooks program. In Microsoft Windows XP, these files could be under Documents and Settings/user/Application Data. In addition, the Application Data file may also contain important information that aids in your ability to use many of your favorite programs. If you do not know how to get to these files, consult an expert to help you determine what files to choose for regular backup.

How often should I back up?

Think of this question another way - if my hard disk crashed, or I dropped my laptop, or it got stolen at the airport, how much time will it take me to re-create the active data that I just lost? What would it cost you to lose a day's worth of data and to recreate it? How much time would it take to reconfigure your computer with the tools, configurations, short cuts, and links that you have spent years accumulating? Remember the Computer World data, the average cost per laptop for lost data is $800.00 per year. What is your billing rate? How much will it cost you to start over?

Some of us use our computers the entire day. That means that if we back up daily, then the most time that we would spend redoing the work would be less than a day's worth of time. If you are an occasional user, then you may need to backup less frequently.

Once you have made your list, then you are ready to back up. Here is my partial list of backup files that would cause me great pain if they were not backed up:

  • Outlook.pst - Emails, Tasks, Contacts, and Calendar
  • My Documents - Word documents, Excel spreadsheets, PowerPoint presentations, Quickbooks
  • Favorites (these are my Internet bookmarks that I have spent years building up)
  • Documents and Settings/user/application data (be selective here. You will most likely not need temporary files generated from web pages).
  • Goldmine data files and email attachments
  • What's the Solution?

    The solution is to find a backup solution that is invisible to the user and does not create a "backup event" that must be scheduled from a person's busy day. So hold this thought for the moment.

    Once you have determined which files to back up regularly, you must decide where to store this data. In the early days of computing, we used to back up to floppy disks. Now, our files are huge and often too large for floppy disks. CD ROMs are popular for backup and will now hold over 750 MB of data. DVDs can also be used for backup and how many times more data than CD ROMS.

    At the beginning of this article, I said that backup is inconvenient and that is why most people don't do it. Therefore lets find solutions that are convenient. Not just convenient, but invisible like an insurance policy that just works.

    If you are a lone computer user and are not on a network, the best solution is to get an external hard drive that plugs into your USB port. These data storage devices are relatively cheap for the benefit that they provide. Follow this link for examples of these products: http://www.google.com/froogle?q=USB+Hard+drive. If you are using Windows XP, then you can use the Windows Synchronize utility found in XP. To use, copy all of your data to the external drive. Then install the Windows Synchronize utility to automatically keep your files up to date when you plug the external drive into your computer. When you travel with your laptop computer, leave the USB hard drive at home. Never carry it in your computer bag. If you are backing up your desktop, take the USB hard drive with you - or at least store it at a location separate from your desktop in case of fire or other disaster.

    If you are on a network, such as a home or business network, set aside some backup space on a hard drive on the network or on another computer. Hard drives are cheap. If you need more space than is available, buy another hard drive and install it on another computer. Use Windows Synchronize utility to keep the data synced.

    If you use a laptop or work in different locations, a new product called BeInSync automatically makes the connection over the Internet between your laptop and a designated target computer for syncing files. BeInSync updates, automatically and invisibly any and all files designated for syncing. It even allows you to sync files with friends and business associates. Since it works in the background, it does not require a backup event and impose itself on the user's busy day.

    Follow this link to get more information on BeInSync: http://www.beinsync.com/?rfrid=BIS-P-1038. One important note about BeInSync is that it will sync everything in the My Document folder. Move My Music, My Videos, and other large folders out of the My Documents before enabling BeInSync.

    What's the bottom line on backup?

    The bottom line on backup is that it is absolutely necessary for everyone that has something to lose if his or her computer was lost, stolen, or simply failed from regular use. There is a wide variety of solutions in the marketplace to keep your data backed up. Spend the time to explore and implement your back up solution. If you are not technical, hire an expert to create a solution that works for you. It will be some of the best money that you will spend.

    Eric Guth and Joel Gering are owners of http://www.ProtectMyLaptop.com and SecureTrieve and are experts in the areas of computer troubleshooting and creating and maintaining networks for small businesses and homes. They have over 25 years of hands on experience in data management, data security, and remote data recovery.

    More Resources

    Unable to open RSS Feed $XMLfilename with error HTTP ERROR: 404, exiting

    More Data Recovery Information:

    Related Articles


    How to Survive an Operating System Crash
    "We apologize for the inconvenience, but Windows could not be accessed or located."It happens to the best of us.
    Data Recovery The Easy Way
    If you aren't prepared in advance, you will most likely have to use a data recovery service or data recovery software solution to help get back as much as you can of what was lost. This can be a very good idea if there is no other way to recover your files, but it doesn't have to come to that in most cases.
    Business Continuity and Disaster Recovery - The Business Continuity and Disaster Recovery Plan
    Essentially, the plan addresses the who, what, where, why and when of recovery. Goal number one is to reduce the risk profile of the business.
    Do I Really Need To Backup?
    Okay, computers a machine, right? Okay, maybe not yours. Youhave this special relationship, but that a subject foranother article.
    Computer Data Recovery Options
    Losing files on your computer can be a frightening experience if the files are of importance to you personally or professionally. Computer data recovery techniques include the most simple of operations, like simply retrieving an accidentally deleted file, to very complex file retrieval procedures that only professionals should attempt to do.
    3 Ways Computers Can Hurt Your Ministry - Part 1 - Ineffective Data Backups
    Our computers have become almost indispensable ministry tools. What would you do if the worst happened and you had to function without your computers? Would your ministry survive?This article is the first in a 3-part series on how to protect your ministry from serious computer-related loss.
    Data Backup for Beginners
    It's 10pm. Do you know where your data is?Data.
    Protect Yourself Before Your Hard Drive Crashes
    Almost everyone who has used a computer has experienced a hard drive problem at some point. Are you prepared to lose your data? If your hard drive crashes right now, do you have an action plan to follow?Most people get complacent about protecting the data on their computers.
    Its All In The Planning - Surviving Disaster
    ITS ALL IN THE PLANNING - PREPARING FOR THE UNTHINKABLE* Make it clear who needs to do what, and who takes responsibility for what.* Appoint deputies for key roles.
    Data Backup Solution: Why You Need a Backup Plan in Place - Part 2
    In the first part of this article series, I talked about the three main threats to the data on your computer. I talked about the need for a data backup solution that protects your data properly.
    Did You Loose Your Windows XP Password? What Should You Have Done Before it Happened?
    There is a common problem that happens with lot of computer users. This problem is the loss of a password.
    Online Data Backups for Newbies
    How long have you been doing business online? Whether you are new or an old timer you need to understand the one important truth of the e-world. That being that the largest threat to business survival is data loss.
    Data Backup Solution: Why You Need a Backup Plan in Place - Part 1
    Is a data backup solution part of your computer plans? Do you have a way to protect yourself if something goes wrong with your computer or data? Computers are a useful part of our lives but we don't always protect ourselves from their loss be it fire, theft or hardware failure.We often don't consider how fragile our computer data really is.
    Avoiding Hard Disk Data Recovery Services
    As a home computer owner, one of the greatest threats to yourinformation and to your wallet, is hard disk failure. When yourdrive crashes, you will quicky realize how valuable theinformation you can no longer access is.
    HasYour Computer Hard Drive Ever Crashed? Are You Challenged by Backups?
    The following scenario's have probably been repeated thousands of times, on computer systems of all kinds and sizes, operated by all levels of users from complete novice, to expert user. • You log on and your computer will not boot to your operating system.
    Data Recovery Processes
    Six months ago my computer crashed. When I turned my computer on it would not load Windows XP and so I could not get into my two hard drive files.
    How to Effectively Back Up Your Data
    What to backup, and what to loseThe oldest "computer expression" is that there are two kinds of computer users, those that backup their data and those that will. Often, it takes a "data disaster" to compel otherwise responsible people to make a regular habit of backing up their data.
    Disaster Recovery- Managing the Risk
    Helping your business survive in the event of an unforeseen disaster: Most business failures are not from bad business but from bad business practices.Most companies that fail are the ones that have not planned how their business will continue to function in the event of a disaster.
    Data Recovery - You Can Get It Back!
    Data recovery is a process whereby you can save data andfiles you accidentally deleted, had eaten by malicioussoftware or viruses, hardware failures, corporate espionageand many more scenarios. Most people believe that when thehard drive crashes their world ends also, but that's notusually the case.
    How Secure Are Online Data Backups?
    Processing DATA is what all businesses do. Protecting data is what SMART businesses do.