Backing Up

Remember: It’s not an effective backup unless it’s kept off site

What to Back Up

Software and most associated configuration files need NOT be backed up ... after all, you’ve got all your software originals in a shoebox in a safe place haven’t you !? And, depending on your level of paranoia, you may keep second copies of these discs elsewhere, e.g. Mum’s place. So, if you need them you’ve got them.

There is little point in backing up scanned pictures where the originals are available.

Generally speaking, ALL user-created data is vital and must be backed up.

There are three categories of data – current, aged and ancient

Current

Data changes and needs backing up often. As data becomes old, a housekeeping session allows you to shift it into the aged category.

Daily or maybe weekly backup. Probably backed up to either a zip disc or a CDRW disc. Copies of the last three backups kept on the hard drive.

Aged

Data is static but may be required at a moment’s notice. Needs archiving when data is moved in from the current.

Monthly (annually for smaller users!) or so and probably onto a CDR disc but not removed from the hard drive.

Ancient

Data is static, out-of-date and unlikely to be needed again. Nonetheless should be kept.

As necessary, put on a CDR disc and removed from the hard drive.

Media

Using floppy discs for backup is risky. Because backing up is often done at the end of the day your PC has done a day’s work and without any warning may not produce a perfect copy on a floppy. Using more complex procedures for backup forces errors to the surface and may help you avoid that CRC floppy error which means the floppy is dead!

Probably the file size of graphics files will mean a floppy backup is out of the question.

Zip discs will store 100Mb per disc and are more reliable than floppies. (There are models that will store 250Mb and more but they are considerably more expensive.)

CDROM burners will store 650Mb or more using a CDR disc but the software can be difficult to use.

Using CDRW discs is probably the best. With Nero or Roxio you can use the CDRW disc just like a large floppy.

Type of disc

Pros

Cons

Floppy

Cheap, drive comes with the computer

Unreliable, small capacity

Zip disc, like a large robust floppy drive

Reliable, larger capacity (100mb or more), rugged, adequate for most backups. Re-useable. Script driven backup.

Sensitive to magnetic fields, expensive (~$17). Requires a Zip drive.

CDR, write once (or in several sessions) until full)

Cheap (~$1), very large capacity (600mb or more), not sensitive to magnetic fields.

Sensitive to bright light, heat, scratch it and it’s dead. Fragile when compared with Zip discs. When it’s full that’s it. Need software to burn to it (Nero or Roxio). Requires a CDROM burner

CDRW, write and delete as required

Cheap (~$3), very large capacity (600mb or more), not sensitive to magnetic fields, write and delete as required like a floppy. Re-useable. Script driven backup.

Sensitive to bright light, heat, scratch it and it’s dead. Fragile when compared with Zip discs. Requires a CDROM burner and InCD Packet Writing Software which comes with Nero or Roxio.

Folder Structure

Organisation of where you save your data is important. As the number of files in a folder grows, the folder may become unwieldy, so create a sub-folder structure.

For example, in My Documents create the folders Peter, Golf Club, Legal, or whatever you need. Then move the files from My Documents in the appropriate sub-folder. You can further sub-divide by creating folders in Peter ... say Garden and House

It is prudent to keep the last two backups as well as the current backup, each on a separate disc. When you do a backup, do it to the oldest disc.

C:	Backup	1	Zip file for 020718	(and on Zip Disc 1 or CDRW 1)
		2	Zip file for 020720	(and on Zip Disc 2 or CDRW 2)
		3	Zip file for 020715	(and on Zip Disc 3 or CDRW 3)

The next backup would replace the one in C:\Backup\3 folder, the oldest, and would be put over the old backup on Zip Disc 3 or CDRW 3.

If you keep multiple copies of a file you must take care not to work with the wrong one. To stop this becoming an issue, zip all aged data and backups. It requires a conscious effort to extract a file from a zipfile so you are unlikely to accidentally open a file from its zipfile.

You may wish to create parallel folder structures, as shown below:

C:	My Aged Data	My Documents	Golf Club	All files in a zip
			Legal	House	all files in a zip
				Insurance	all files in a zip
				Car	all files in a zip
			Peter	Garden	all files in a zip
				House	all files in a zip
		My Photos	020306	all files in a zip
			020412	all files in a zip
		QuickenW	020101	all files in a zip
			020201	all files in a zip
			020301	all files in a zip
			020401	all files in a zip
	My Documents	Golf Club	files
		Legal	House	files
			Car	files
		Peter	Garden	files
			House	files
	My Photos	020614	files
		020722	Files

Your daily/weekly backup would contain all the files and folders in My Documents, My Photos and QuickenW in the example above. In the Aged Data you may not choose to keep the back copies of QuickenW data files. No doubt there are other important folders as well as these.

Making a Backup

The most common backing-up scenario is that at the end of your working session you perform your backup. If you are tired, this can be a chore that you could do without. It's not unusual to stuff it up or to forget some data, especially if the backup is complex. Simple is good!

Use a backup program that allows you to specify what you want to backup and remembers the settings for next time. You can set this up when you are awake and firing on all six cylinders. Then, when you use the program last thing before you quit, you won't have to think too hard.

Return

Current	Data changes and needs backing up often. As data becomes old, a housekeeping session allows you to shift it into the aged category.	Daily or maybe weekly backup. Probably backed up to either a zip disc or a CDRW disc. Copies of the last three backups kept on the hard drive.
Aged	Data is static but may be required at a moment’s notice. Needs archiving when data is moved in from the current.	Monthly (annually for smaller users!) or so and probably onto a CDR disc but not removed from the hard drive.
Ancient	Data is static, out-of-date and unlikely to be needed again. Nonetheless should be kept.	As necessary, put on a CDR disc and removed from the hard drive.

Type of disc	Pros	Cons
Floppy	Cheap, drive comes with the computer	Unreliable, small capacity
Zip disc, like a large robust floppy drive	Reliable, larger capacity (100mb or more), rugged, adequate for most backups. Re-useable. Script driven backup.	Sensitive to magnetic fields, expensive (~$17). Requires a Zip drive.
CDR, write once (or in several sessions) until full)	Cheap (~$1), very large capacity (600mb or more), not sensitive to magnetic fields.	Sensitive to bright light, heat, scratch it and it’s dead. Fragile when compared with Zip discs. When it’s full that’s it. Need software to burn to it (Nero or Roxio). Requires a CDROM burner
CDRW, write and delete as required	Cheap (~$3), very large capacity (600mb or more), not sensitive to magnetic fields, write and delete as required like a floppy. Re-useable. Script driven backup.	Sensitive to bright light, heat, scratch it and it’s dead. Fragile when compared with Zip discs. Requires a CDROM burner and InCD Packet Writing Software which comes with Nero or Roxio.