Backup Procedures
I am frequently asked the question “What do I need to do to back up my files?” In this text, I am going to provide a specific set of recommendations for Windows users that, if followed should provide you with a satisfactory backup procedure. I am listing my recommendations in order of their importance.
Note: Because there are so many different versions of Windows, some of the actual commands I have included in this document may appear slightly different on your system. However, the actual processes, and recommendations are identical for all versions.
When using your PC to store important information, it is absolutely essential to have a current, frequently updated backup of your information. Hard drives are mechanical devices that can and do fail. Your system can also be compromised by virus, or worm infections. The Windows operating system is also prone to failures that may cause information loss.
When you store information on your PC, this is done through the use of “files”, which are also known as “documents”. In preparing to backup your information, it is important to properly organize your information in such a way as to make backups simple and easy. This will go a long way to make sure that backups happen.
When you do a backup, it is not necessary to back up all of the program, and system files that make up Windows each time. In fact, for the applications (programs) that you have the source CD (or diskettes), you could get by by not backing them up at all. Many PC's are sold with what is called a rapid restore CD. Some versions of Windows contain a roll back feature. If you have downloaded the application, you should make a backup CD (or diskette) of the install source for the application. But in the event you should loose the application totally, most likely you can still locate it on the Internet.
Every since Windows 95 was introduced, it has been possible to create folders within folders. The “My Documents” folders has been created on your desktop to make it easy to organize the storage of your documents. I recommend that you keep all of the files you want to back up in one folder, such as “My Documents”. Within this folder, it is often helpful to create sub folders. This will make it easier to find information on your system.
Outlook Express v6.0 – You can change the location on your machine that Outlook Express stores your information in by selecting Tools> Options> Maintenance tab> “Store Folder”. This will display the current location for the folder (ie: “c:\ Outlook Express”). Click on “Change” and browse to the new folder location. Click “Ok”, and “Ok”, “Apply”, and “Ok” to close the dialog. During this process, Outlook express will move the data store to the new location, permitting it to be backed up.
Internet Explorer – You can backup your Internet favorites and/or cookies by choosing File > Import and Export > which starts the “Import/Export Wizard”. Then select “Next” > “Export Favorites” or “Export Cookies” > Select the top folder in the “Export Favorites Source Folder” then “Next”, or in the case of “Cookies” it goes directly to, select “Export to a File or Address” browse to the folder you want to store the information in, and select “Next”. When you click on “Finish” your favorites will be saved in the folder you chose, and when complete is will say it has been successful.
2. Once you have organized your information, it becomes quite simple to make a full backup of your documents. My recommendation would be to copy the “My Documents” folder to a device with sufficient space to accommodate the data. This can be accomplished in many ways.
Secondary or external hard disk drives, dvd r/w drives, or cd r/w drives, provide the easiest method of backing up. Optical drives are preferable to external hard drives, as they use removable media (disc's). While it is possible to backup your data with a diskette drive (floppy), the storage available on the diskette is extremely small, and the process becomes unmanageable.
Backup software, writing to a tape drive, or floppy disk set. This option is cumbersome, prone to error, and quite slow. In addition to that, the tape equipment is relatively expensive, and the tapes typically can only be read by the drive/software combination that created them. This has not been a popular option in the home or small business sector, as it is too labor intensive.
3. Once you have created a full backup of the files you want to keep. The next step is to understand how to maintain your backup, so that your information stays current.
Cyclic Redundant Backup – When you are backing up your information, it is important that you do not use the same media day after day. All forms of removable, rewritable media have a limited lifetime. For example, the floppy diskette that we are familiar with has an estimated lifetime of approximately 40 hours of rotation. The optical rewritable media have a longer but still finite lifetime.
Cyclic Redundant Backup was invented to deal with this problem. What you do is to make up a backup set of rewritable media. How many? How much data can you afford to loose? The time interval between backups determines how much data can be lost. The number of individual media elements determines how far back in time you can go.
For example: Say you create a backup set of 5 CD r/w disc's. You use disc 1 on Monday, disc 2 on Tuesday, ... , disc 5 on Friday, and repeat next week. If you accidentally delete your “My Documents” folder on, say, the following Monday, you will be able to re-establish it with the Friday backup losing any changes made after the backup. In the event that disc 5 is corrupt, you can now go back to disc 4 losing changes made after that backup. And so on, until you reach disc 1, if disc 1 is corrupt you are out of luck.
As the individual media elements within your backup set are all of a limited lifetime, it is necessary to create a new backup set from time to time. The interval at which this is done is determined by the value of the data, and the cost of the media. When we were using tape backup sets for data backup, I recommended a set of backup tapes for each work day, that were replaced on a quarterly basis. Now, for instance, if you are using CD/RW media, I would suggest that you create a new backup set at least every six months.
Incremental Backup - If you are using a backup software solution and have a large amount of data to backup, you have the option of making what are called “Incremental Backups”. What the software does is to backup only the documents that are new, or have changed, since the last incremental backup. This has the advantage of minimizing the time and space required for a backup. This has the dis-advantage of requiring some form of organization and accounting for the various incremental tapes (or other media). In the event that you need to recover from a serious problem, you will often need to use many if not all of the incremental backups to restore your information. This type of restore is difficult to organize for and execute, even in a professional IT environment.
Off site achieving – With extremely valuable information, it is desirable store backup sets in another location, so as to be able to recover your information with the minimum data loss in the event of a catastrophic event in your facility. That is, your building destroyed in a storm or other form of catastrophe. The most extreme form of this type of achieving is to have a complete redundant setup of computer systems and data waiting at the archival site. It is this level of backup that enabled many of the brokerage firms that were in the twin trade towers in New York on 9-11, to recover and be up and running within hours of the event.