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Backing Up Your Computer

by Lizzz Russell

What is a Backup?         

It is a copy of a file or group of files that can be used in case something happens to the original file.

Things that can destroy original files include viruses, hard drive crashes, human error, and disasters such as floods or lightning strikes.

According to McGladrey and Pullen, which is major CPA firm, A 43% of companies experiencing data disasters never reopen, and 29% close within two years."

The copy can be an exact copy of the file, or it can be a compressed copy. Compressing a file is like putting a pillow in a plastic bag and sucking the air out. The advantage of a compressed file is that it takes less space. The disadvantage is that it that you have to expand the file before you use it again, which takes time. The most common form of compressed file is a .ZIP file, using programs such as WinZIP, WinRAR, or PKZIP. Compressed files are usually shown with a zipper on the icon.

Backup Devices

There are many different devices that you can use to store your backed up files. One of the determining factors in selecting the device is how much capacity you require. All device capacities are expressed in bytes.

A byte is the basic storage unit of a computer. It consists of eight bits that are either zero or one. The bits are similar in concept to Morse Code. The code is called ASCII (American Standard Code for Information Interchange). In ASCII, the capital letter A A @ is 01000001.

Bytes are groups by thousands (Kilobytes or KB or KBytes), millions (Megabytes or MB or MBytes), and billions (Terabytes or TB or Tbytes). But, since the computer is based on only zeroes and ones or Base 2, 1 Kbyte is actually 1,024 bytes (2x2x2x2x2x2x2x2x2x2). This is confusing, but that is how computer memory is calculated.

Floppy Drives

The floppy drive is one of the oldest devices out there. Floppy disks generally hold 1.4 Mbytes (actually 1,457,664 bytes), although there are also 720 Kbyte and 2.8 Mbyte varieties, and others.

The advantage of floppies are that they are easy to use and the copy can be easily stored.

The disadvantage is that the capacity is small, and when you least expect it, they develop bad sectors. Also, it must be formatted prior to use, although they usually come preformatted.

Floptical Drives/ZIP Drives/LS-120 Drives/MO Drives

Floptical drives (floppy optical), ZIP drives, and LS-120 drives are similar to floppy drives, but they hold more. Floptical drives hold around 10.8 Mbytes. ZIP disks are available in 100 and 250 Mbyte sizes. The LS-120 holds 120 Mbytes. MO (magneto optical) drives can hold massive quantities of data, but they are not for the average user.

CD and DVD Drives

The most widely used backups are CDs and DVDs. CD burners can create CDs, but they cannot create or read DVDs. DVD burners can create and read CDs or DVDs, so a DVD burner is the better choice, although it costs a bit more.

The media for both looks the same, but there is a tremendous difference in storage capacity.

While a CD generally holds around 700 MBytes, a DVD generally holds around 4.4 Gbytes (over 6 times more than a CD).

There are two varieties of CD media. The first type is called a CD-R. These are one-time-use disks. The advantage is that they are cheap (bought 100 for around $17) and quick. You pop it in the drive and record your disk.

The other type is a CD-R/W. This disk can be reused. It can be used like a CD-R or it can be formatted and used like a floppy disk.

DVDs are much more complicated.

The problem is that there are three competing standards. DVD-R, DVD+R, and DVD-RAM. It = s like the old battle between VHS and Beta formats.

DVD-R/DVD-R/W was the first one. This format can be read on by over 90% of the DVD ROMs and DVD players on the market. It holds 4.37 GB

DVD+R/DVD+R/W was next. It improved on some of the features of DVD+R, and it can be used by over 80% of the DVD ROMs and DVD players on the market. It holds 4.37 GB

DVD-RAM provides the best recording features, but it cannot be read by most of the DVD players on the market. It is the best one to use for backing up data. It holds 4.37 GB.

There is also a new type of DVD called a DVD+R DL. It is a DVD+R with double the capacity of a DVD+R. The DL stands for Dual Layer. A standard DL holds 7.95 MB. There is also a double-sided version that holds 15.9 GB.

The greatest disadvantage to CDs and DVDs are that they go bad without warning, so if you are counting on this form of backup, make an extra.

Rewritable disks cost more, but they can be reused.

Flash Memory

Flash memory is a type of storage device typically used by cameras. It also comes in keychain versions. To the computer, it looks like another hard drive and can be used as such. Flash memory generally comes in sizes from 8 Mbytes through 2 Gbytes, and that amount will be increasing as time goes by. The street price of flash memory ranges from $10 to $150, and the cost keeps going down.

Hard Drives

A hard drive is a permanent form of storage device. It uses disks, just like floppies, but the disks are made of titanium and are hermetically sealed. If you want to make a backup copy of a hard drive, there is nothing faster than another hard drive, either local, external, or on a network.

Tape Drives

A tape drive is a cassette tape used for copying files. This is one of the most reliable forms of backup there is, but it has all the disadvantages of tapes B sequential reading, stretching, and it takes a long time. The advantage is that they remain reliable over the years and they can easily be taken to another location.

Online Backup

Many companies offer online backup of your data. You load your data to their computer. I personally do not trust this form of backup, for your personal, confidential data is in somebody else = s hands.

Paper Copies

As a last resort, a plain old paper backup can save the day, especially for financial data from programs such as Quicken, QuickBooks, and Microsoft Money.

Types of Backups

There are many types of backups. The type you chose depends on what you need.

Cloning/Mirroring

This is an exact copy of your hard drive. If something happens to your main drive, you can switch over to the cloned/mirrored drive and be up and running in minutes.

Full Backup

This is a backup of all the files on your computer. The major difference between a full backup and a cloned or mirrored backup is that you must restore the backup before you can be back up and running.

Selective Backup

This is a backup of one or more files that you select. This is the backup method of choice for most users. You can make a backup of all your documents, pictures, data files, email, address book, and other files you might want to keep without having to mess with backing up programs or system files that you did not create.

Differential Backup

This is an option on many backup programs. It allows you to only back up the files that have changed since the last time you ran a full or selective backup.

The main advantage of this type of backup is that it is faster than a full backup. The time savings are most significant if you are backing up to tape.

The main disadvantage of this type of backup is that when you recover, you have to recover the first backup and then the differential backup.

Incremental Backup

This is also an option on many backup programs. It allows you to back up files that have changed since the last full, selective, or differential backup.

The main advantage of this type of backup is that it is faster than a full backup or differential backup. The time savings are most significant if you are backing up to tape.

The main disadvantage of this type of backup is that when you recover, you have to recover the first backup and then each incremental backup after it. It takes longer to recover than a full backup, and you must do it in order.

Backup Programs

For CDs and DVDs, the most widely used programs are Easy CD Creator, Nero Burning ROM, and Record Now.

For bigger businesses, the best backup program is Veritas = s Backup Exec, but it is pricey ($300ish).

For personal and small businesses, I would recommend Stomp = s Backup My PC (around $70).

For cloning, I recommend Norton Ghost.

Backup Strategies

Make frequent backups. For a business, you may want to do it daily or at least weekly

For personal, you should back up when you have something you don = t want to lose

Store a extra copy of your critical files at another location or locations

Rotate your media through 3 sets (don = t use the same disk over and over)