Having worked as both a Network and a Database Administrator, I’ve become accustomed to creating, modifying and executing backup and recovery procedures. Backup and recovery on your home PC is not any less important than executing the procedure for a business environment, and it’s easier and less time consuming. Here are some steps you should follow when backing up your PC.
Deciding what to backup is personal, however keep in mind: in the event of a mishap such as kids playing on the keyboard, a malfunctioning hard drive or a catastrophic event, the question is what can you afford to loose? My answer to that is “Nothing.”
Before you start, make a list of every file you would like to keep such as bank records (spreadsheets, Quicken data files), resumes (Word, Wordperfect, MSworks files), photos (jpg, gif, tif), software you purchased over the Internet, music downloads and other programs. For organizational reasons, I find it best to keep all these files in one location such as My Documents.
There are numerous devices you can use to backup your files including a second internal hard drive, external hard drive (Jazz Drive, Zip Drive, Seagate, Maxtor), CDs, DVDs, or tape. Each device has its pros and cons. External drives such as Zip, Jazz, Seagate and Maxtor come with software and a range of storage options, however you must invest in the hardware and any disks involved. On the other hand most new computers come with either a CD or DVD burner which enable you to save anywhere from 700mb to 4gigs of data. If your PC doesn’t have one of these devices, you’ll need to purchase one. Another solution which is becoming more popular is ‘online backup’ which requires you to have an Internet connection. One advantage to this solution is that it allows you to immediately get your important files ‘out of the house’ and into a safe storage facility. The downside is that you have to pay a monthly fee and if the providers’ servers ever go offline you will be out of luck getting your files if you need them during that time.
Now to backup. With Windows XP you can use the built-in features to manually backup your files. Regardless of which XP version you are using, simply click on a file to select it or (ctrl-click) on multiple files, then click Copy from the menu. Now, in My Computer right click your external drive and select Paste from the menu. That’s it - you’ve successfully manually backed up your files. The next solution that XP provides is the built-in backup utility. In order to access it with XP Professional click Start, All Programs, Select Accessories and System Tools and click Backup. If you are using XP Home Edition you need to manually install it by following these steps: Insert your Windows XP CD, if the CD does not auto start open My Computer and double click the CD icon. On the Welcome to Microsoft XP screen select Perform Additional Tasks and click Browse this CD. From Windows Explorer, double click the Value Add folder, Msft and then Ntbackup. Double click Ntbackup.msi to install the backup utility.
The Windows backup utility is handy and free, however it isn’t your only choice. Other alternatives include: Cobian Backup, http://www.educ.umu.se/~cobian/cobianbackup.htm; Outback Plus 4, http://www.ajsystems.com/obp5.html; Acronis-True Image, http://www.acronis.com/; or Karen’s Replicator, http://www.karenware.com/powertools/ptreplicator.asp.
Now, what do you do with those backed up files? Remember that your personal information is no good to you if others can gain access to it or if it’s lost or stolen. So get that information out of the house - into a fire proof safe, a relative’s home or other secure location. Second, make more than one copy. If you decide to keep that information outside the home you may need to access it when your main copy isn’t available or in case of an unforeseen event at your main site. You will always have a second site to retrieve your information from. Last, protect your vital information with a password. This should always be considered when backing up sensitive information.
February tip: In order to add fun and functionality to Windows XP, download the PowerToys: http://www.microsoft.com/windowsxp/downloads/powertoys/xppowertoys.mspx.