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

    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.
    Business Continuity and Disaster Recovery - Selecting A Business Continuity Strategy
    The risk analysis and business impact analysis have identified risks to key business functions. Also, the potential impacts and probabilities of these risks as well as the costs to prevent or mitigate damages and the time to recover will have been established.
    Read This Now: Its Not If You Will Lose Your Data, Its When Will You Lose Your Data
    With Adware, SpyWare, E-Mail Viruses, Java Script Viruses and Hardware failures It isn't a matter of If you will loose your Data it is a matter of When you will loose your Data! By spending a few extra minutes now using a Simple Back Up Strategy, you can save yourself big headaches later.You Should Always have a Full Backup of your Online Business Directory and all it's subdirectories for the Last 4 Weeks as well daily incremental backups for a month or More.
    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.
    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.
    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.
    How Secure Are Online Data Backups?
    Processing DATA is what all businesses do. Protecting data is what SMART businesses do.
    Backup -- But Where To?
    We all know we have to backup regularly, but those backups files can get huge. Add that to your existing your files and your notebook computer hard drive seems to have shrunk overnight.
    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.
    5 RAID Data Recovery Prevention Tips
    If you have spent the time to increase your computer'sperformance by setting up a hardware RAID array, you owe it toyourself to invest a little extra time and effort in maintainingthe hard disks in your setup. Following these tips will helplimit the need for data disaster recovery in the future.
    When Disaster Strikes: How Long Would Your Business Survive if Files On Your Computer Disappeared?
    A Tornado? In Birmingham? In The United Kingdom? Unthinkable!Yes, in July 2005 (while I was putting finishing touches to my cave-house in Spain) my house, along with many of my neighbours' houses was struck by a powerful tornado that literally tore up the streets. Leaving people homeless as their homes were bulldozered (with all their possessions inside).
    The Importance Of Email Backup
    Viruses, software failures, power failures, human errors, hard drive failures are only a few examples of what could destroy the data on a hard drive, including all documents, pictures, emails and other files!Most home computer users don't need an expensive backup solution; as they only need to burn the folders with important documents and pictures to a CD-RW from time to time; this ensuring that in case of a disaster they can easily get them back. Togeder with documents and pictures, it's a critical operation to save the emails, attachments, address book and other important data from within the email client; otherwise in case of a computer problem the user will find himself in the impossibility to get them back, and this can be a really unwanted situation especially for webmasters or people who rely on their emails.
    The Seven Golden Rules Of Data Backups
    Backups of company data are carried out for two main reasons. The first is to cater for those times when a document is inadvertently deleted or damaged and you wish to recover the original document; the second is as part of a disaster recovery plan in case something catastrophic happens to your computers (e.
    Are The Words Business Continuity and Disaster Recovery Planning Rolling Off Your Lips?
    It might be more fun to talk about those free online business cards that are saving the company money, or those nifty designer business checks that are helping to solidif your branding efforts at the next staff meeting, but what really should be rolling off your lips are the words "business continuity and disaster recovery planning". Nothing is more important to a company than having a comprehensive recoveery plan in place prior to when disaster strikes.
    Backup 101 - How To Pick The Right Backup Software
    Vision Backuphttp://www.deprice.
    Disaster Recovery Made Easy With Online Backups
    Whenever disaster strikes the most critical asset that every company should have protected from sudden loss due to fire, flooding, or theft is their data. No matter what happens to your hardware you can be sure to be able to be up and running no matter how sudden or how severe your damage or loss is - if you use an online backup system.
    Business Continuity and Disaster Recovery - Business Impact Analysis
    Business impact analysis is a critical part of the business continuity planning process. This step quantifies data and gets into the real world issue of potential losses that can negatively impact your business.
    Business Continuity and Disaster Recovery - Reducing Your Risk Profile
    Like all plans, there is an ultimate goal to achieve. The goal in a business continuity plan is simply that: to continue your business in the face of a disaster or a disruption.
    5 Simple Tips to Prevent MS Access Database Corruption
    It's important to understand that any time an Access client disconnects unexpectedly, it may set a "corruption flag" in the .mdb file indicating that the database is in a corrupt state (regardless of whether any data has actually been corrupted or not).
    Hard Drive Crash? The Essential Data Recovery Report
    Your worst nightmare just became a horrifying reality. You keep hearing that little voice in your head mockingly shout "you should have backed that stuff up" The voice keeps echoing throughout your head as you perform a quick inventory all of the important information that you just lost?.