Number 316 - September 2009

Reduce the Risk of Data Loss
by John Carruthers, June 2009 Big Blue & Cousins Newsletter, Victoria BC
This treatise on backing up is based on an article in a recent Telus Currents newsletter. It is reproduced with permission from the Editor.    Whether you have one computer or a network, you can reduce the risk of data loss by using a simple backup strategy. As the digital age becomes more prevalent in our lives, the need to secure and back up your digital life becomes increasingly important. Most of us would be heartbroken if we lost precious photo albums. But how many of us have thought about our digital photo albums, digital music, important e-mails, and other files?    We've all learned through experience that computers don't always behave the way we expect them to. And many of us have also experienced some level of data loss on out computers due to hardware failure, human error, software corruption or viruses. Fortunately, the data loss of these unforeseen events can be minimized by being aware of the available backup alternatives.    Develop a backup strategy: Fortunately, this process has become simpler with faster hard drives and new software designed specifically for backup. Follow the steps below to help you develop a regular backup strategy.    1. Identify what files to back up: bank records, downloaded software and music, photos and videos, e-mails, address books, bookmarks (Internet browser), other personal files.    2. Determine how to back up: You may already have CD or DVD burners on your computer that can be easily used for backup. Most CDs hold up to 700 MB (megabytes) and DVDs hold approximately 4.7 GB (gigabytes).     You may also consider using USB Drives, aka Flash Drives or Thumb Drives. These drives vary in size, complexity, design, and other properties. A simple 8 GB drive can be had for under $20.	CDs, DVDs, and USB Drives usually provide enough storage for most file types, but may become limiting to users with multi-media files such as photos, videos, and music stored on their computer. For these types of files, you may consider using a larger storage device like a removable hard drive. These hard drives range in size; and range in price from $50 to $400, based on capacity.     The main advantage of a removable hard drive is you don't need CDs or DVDs to backup data, as it can be overwritten on a hard drive. Plus you can also automate the backup process, using backup software included with these drives.    3. Determine how often to backup: This depends on how active you are with updating files on your computer. The casual Internet surfer may want to backup up his or her files once a month. However, the avid photographer may want to backup weekly. Typically, every two to three weeks should suffice for most users. As mentioned above, backup software can automate this process if you backup to a hard drive. There are also various compression formats, such as WinZip, that can significantly reduce the size of the files you are backing up.    4. Determine where to store your files: An often overlooked aspect of backing up your files is where to store your backups. Most users leave their removable hard drive and backup media near their computer. However, many do not consider the possibility of unforeseen events such as theft or fire. Consider storing backups in a different area of your home or, if possible, another location such as work or a family member's home.    It's important to understand that our computers are the centers of our digital world, with their contents becoming more and more important over time. Therefore a regular backup strategy is essential to avoid the loss of your digital files down the road.
Number 316 - September 2009