Some things in life you simply can't
afford to lose, and when it comes to your business, data should be
at the top of the list. Sales records, tax information and other
sensitive data are vital to a business' long-term success. Losing
data could have severe implications up to and including losing
your business for good. Backing up data protects you from all sorts
of harm, including human error, Mother Nature and hardware failure.
The Basics
In the most fundamental terms, a
data backup is a copy of a
file.
You create it in case the original is lost or destroyed. Backing up
data is admittedly a mundane task, and you might think you have
bigger fish to fry, but once you have a backup schedule in place, it
really doesn't take much time to maintain.
Take Inventory
One of the first orders of business is determining exactly what
information you need to back up. This essentially comes down to
deciding what you (and your business) can afford to lose. Of course,
there's no one-size-fits-all answer to this question, but financial
records, customer lists and vendor contacts are obvious places to
start. Beyond that, though, the list is highly individualized. You
must determine how much data you'd be able (and willing) to
re-create. And it's smart to err on the side of backing up too much:
Depending on the situation, years of work can disappear in a
heartbeat. |
Key Terms To
Understanding Data Backup:
backup
To copy files to a second medium (a disk or tape) as a
precaution in case the first medium fails. One of the cardinal rules
in using computers is back up your files regularly.
data
Distinct pieces of information, usually formatted in a special
way. Data can exist in a variety of forms -- as numbers or text on
pieces of paper, as bits and bytes stored in electronic memory, or
as facts stored in a person's mind. |
Types of Backup
There are four main flavors of backups: full (initial),
incremental,
differential and selective. Each is useful and applicable in its own right.
However, the particular kinds of backups available to you will likely depend
on the backup software you have.
Full Backup
A full backup consists of a copy of your entire system; typical
components include all of your data, applications, drivers, settings and
your operating system. Of the four types of backups, this one takes the
longest to create, but it has the distinct benefit of restoring your
system to its exact state at the time you created it. After you have the
full backup in the bag, you'll most likely want to switch to incremental
backups. It really comes down to how much storage space you have,
as well as how much time you have to back up your system.
Incremental & Differential Backup
Incremental and differential backups are similar to one another; both
make copies of only the files that have changed since the last time you
ran your backup schedule. The main difference between the two is that
differential backups do not indicate which files have changed and
therefore grow bigger and bigger. Because incremental and differential
backups don't copy each and every file on your system, you'll find that
they generally take less time to create (and less time to restore).
For the average small business owner, incremental backups are the best
option: They're easier to deal with than their differential
counterparts. Windows XP and
Windows Vista include system tools that let you
schedule automatic data backups to suit your needs: hourly, daily or
weekly.
Selective Backup
Last, but certainly not least, come selective backups. In this case, you
manually select the files you'd like to back up at a given point. When
starting a new backup routine, your first step is to make a full backup.
This is especially true if your computer came preinstalled with an
operating system (OS) and other software applications. Many PC
manufacturers do not include the software discs, and you'll need the
backed-up applications to re-create your system should disaster strike.
You'll also want to create a startup disk for your operating system. If
your operating system goes belly up, your computer won't be able to
boota startup disk will get your system running. The process for
creating such a disk varies from OS to OS, but your PC's help files will
guide you.
Build A Backup Arsenal
To create an efficient and worthwhile backup scheme, you'll need a few
tools in your belt. On the software end of things, you'll find a wide
variety of backup software on the market. NTI Backup NOW 5 Deluxe Suite
($49.99) and Acronis True Image 11 Home ($49.99) are both sophisticated
enough to get the job done, while remaining simple enough for the
uninitiated. Many external USB hard drives (discussed below) come bundled
with decent backup software.
The hardware department offers myriad options. External USB hard drives are
aptly suited for this task. They're easy to install (simply plug the drive
into an empty USB port), and it's a simple matter to move a USB among
multiple computers. Furthermore, they're speedy and a breeze to use.
Seagate's Maxtor OneTouch 4 Plus (price varies depending on capacity) and
Iomega's Silver Series Professional Hard Drive (price varies depending on
capacity) are both solid performers.
Next comes optical media. CDs and DVDs are good, reliable options that can
quickly and cheaply back up a lot of data. An ordinary CD can store 650-MB a
single-sided, single-layer DVD can hold 4.7-GB while a single-sided,
double-layer DVD can hold 8.5-GB.
Flash drives, often called thumb drives due
to their similar size, are also convenient for quick backups and have the
added benefit of extreme portability. Capacities range from less than a 1-GB
to as much as 16-GB. Note: USB flash drives aren't intended to act as your
sole means of data backup. They're handy for moving large files, but don't
forgo a main backup plan.
Remember: After
you create your backup, make sure it actually works. Ensure that the
files made it to the external drive or DVD disc.
Online Backup
Commonsense dictates that you have two backups of your data: one to keep
onsite and the second that you keep at a different location. This
approach gives you a full backup of your data in the
event that disaster befalls the data at your office.
A simple way to keep an offsite copy of your data is to use one of the many
online data backup services such as Mozy.com, Imation's DataGuard Vault or
Backup.com. These types of services automatically secure and transfer your
data to an offsite data center. Typically, these services provide
state-of-the-art security and offer far more protection than a small
business could provide for itself.
Play It Safe
Losing data is a risk we all take when we rely on technology. But the
loss of data doesn't have to mean catastrophe. With a bit of preparation and
foresight, should you be beset by disaster, you'll have all of your precious
data back in no time.
By Sally Curran
Adapted from
SmallBusinessComputing.com.
Last updated: December 21, 2007
Webopedia
Quick Reference: Removable Storage
Accessing data from a disk is not as fast as accessing data from main memory,
but disks are much cheaper. And unlike RAM, disks hold on to data even when the
computer is turned off. Consequently, disks are the storage medium of choice for
most types of data.
Webopedia Did
You Know...Storage Strategies Made Simple
The world of storage can be forbidding to a novice. Even veteran IT personnel
may be put off by the sheer volume of new terminology and alphabet soup that has
evolved.
Backup Info
A vital task is to back up your system. Backups are extremely critical to keep
your system secure. If your system is damaged by a virus or an intruder you have
a way to recover.
Backups and Disaster
Recovery
Describes the importance of backups including how to do them, how to set up a
backup program, and what to do in the event of a disaster. This page is from
"The PC Guide." |
