Computer failure, whether as a result of a malicious virus, a software error, or hardware crash, is often a matter of when it happens, not if it happens. And when your computer begins to fail, it can take with it all of your cherished data--the term paper or lab report you've been writing, your email archives, and much more. Recovering such files can be can be time consuming and frustrating at best, and impossible at worst. Therefore, it is critical you regularly back up your computer's data, so that you will be able to recover them in the event of a computer failure.

What is a backup?

When you back up your computer, it involves placing a duplicate copy of your data onto a secondary medium, such as floppy disks, a recordable CD, or even an online server or Web site. Then when your hard drive fails or you accidentally delete a file, you can rely on the backup to recover any files. The most important things to backup are documents of your creation like essays and email. You should also consider backing up your operating system, software and settings since reinstalling them can be a lengthy process.

Types of back up:

A complete backup

A complete backup should be done according to the needs of the user. If a lot of data is changed or a large number of important files and programs have been created, a full backup may be required to ensure the files are safe. As it is quite time-consuming, there is no need to do a complete backup in unnecessary circumstances.

Incremental (cyclic) backup

It consists of two parts:
-A complete backup – copy the entire disk
-Partial backup – copy only the files which have been created or modified since the last partial or full backup

Many computer sites use this method to backup their data because of its effectiveness and efficiency.

How often should I back up?

Depending on the number of files you work with and the frequency in which they are modified or created, you can do a backup as often as every day or as infrequently as every quarter. At some firms, routine is to backup all modified or created files on a daily basis and do a total backup of the server once a month. You should also do an extra back up whenever you perform any delicate tasks on your computer, such as formatting a hard disk or upgrading a piece of hardware.

How should I back up?

There are myriad ways to back up, from using dedicated backup software, to using Windows' backup utility, or simply using Window's Explorer or MacOS Finder. There are also many secondary medium that you can store your backup, including floppy disks, Zip or Jaz disks, CD-Rs or CD-RWs, or even online. How much and how often you want to backup usually determines the methods you will use. If you need to backup very often, you should invest in a large capacity medium in conjunction with a robust backup software.

What hardware should I use?

** Floppy disks: If you are working on a small number of documents or want a temporary backup, you can place a copy onto floppy disks.
** Zip or Jaz disks: Zip drives and Jaz drives have larger capacities (250 MB and 2 GB respectively) so you can store much more files onto them. These are more suitable for the daily backup routine, if many documents have been created that day.
** CD-R or CD-RW: CD-R (Recordable) and CD-RW (ReWriteable) are great for backup up since each have 650 MB capacities. CD-R allows you to make backups that cannot be modified and can be archived. CD-RW allows you to backup using the same disc. This medium is ideal for backing up on a daily basis all large and important files that have been created and wont be modified very often.

** Tape drive:. Since tape drives are used almost exclusively for backup, most include backup software that lets you easily backup your computer's data at a more frequent schedule and still allow you to use your computer while backing up, such as at XYZ. This medium is to be used for complete backups of the server once a month.

Do I need software?

Many backup software will also allow you to schedule your backups so you don't have to do it yourself. The software currently in use at XYZ is Windows’ backup utility. For further information on running the software please contact the help desk.

How can I be sure that my backup works?

A backup can give you a false sense of security, since the media that you use is also prone to damage. To counter this, you should periodically test your backup media by recopying the backup to your computer or using your backup software's restore process. You should also keep your backup away from your computer and someplace safe, so a natural disaster or theft will not strike both your computer and your backup. And finally, don't use the same disc or tape for each backup. Instead, use two or more and rotate them for each backup you do so if the most recent backup fails, you can rely on the second most recent.

Security

To ensure that data on your computer is not deleted make sure the following procedures are done regularly:
** Update your anti-virus program: Since many new viruses are created each day, it is even more important to make sure that your anti-virus program remains updated. This can be done online by visiting www.nortonantivirus.com
** Don't open unfamiliar email attachments: Since many viruses spread through email, you should employ some common sense to protect yourself from them. Don't open any file attachments you are not expecting, even from people you trust. (Email them back to make certain they intended to send you that attachment.) And certainly don't open attachments from people you don't even know. You should also be extra cautious of certain types of files before opening them, specifically those ending with ".vbs" or ".exe."
** Navigate the Web cautiously: When you are browsing the Internet, be wary of any Web sites that ask you to download anything, especially if the site is not reputable. Make sure that your anti-virus program is also set to scan any files you do choose to download.
** Practice safe floppy and CD-ROM practices: Many viruses also spread through floppy disks and CD-Rs so think twice before putting them into your computer.