Most people realize that they should back up their computer files, but don't bother because it can be tedious, time consuming, and costly. This inaction can cost many hours of work and the loss of irreplaceable data.

Although you may not realize it, your computer programs and data are at risk of loss or damage from a number of potential threats. These include computer viruses, hardware failure, intentional malice, and human mistakes. Although there are various preventative measures you can take to reduce the chance of these individual threats--nothing you can do can completely eliminate them. However, there is one very important and very simple step you can take to ensure your ability to recover successfully from file loss or damage. This step is to make backup copies of your computer programs and data files and store them in a safe location.

Why make computer file backups?

All programs, data, pictures, sounds and numbers are stored as computer files. These files are simply strings of bits that may be interpreted by a computer or program into something meaningful. These bits are encoded onto a magnetic media that records the pattern of bits making up that particular file. Files are typically stored on flat magnetic-coated disks (floppy or hard) or magnetic-coated plastic ribbon (tape).

The purpose of a computer file backup is to ensure that a good copy of the file is available in the event that the "main" copy of that file is somehow damaged. The process of making a copy of the file for safekeeping is called "making a backup" of the file. The process of recovering a file from a backup copy is called "restoring" the file.

How to Make Backup Copies of Computer Data Files

There are various ways to make backup copies of your computer data files. The best way for any individual user is whichever way will be most convenient -- since this convenience will lend itself to making regular backups. (People tend to avoid inconvenient procedures, regardless of their importance.) Although I will be using Ms-Windows terminology, everything I describe here will work as well with a Macintosh or Linux system.

The approach I use is based on a simple mixture of inexpensive hardware and some organizational forethought. The hardware I use is an Iomega Zip drive. Zip drive diskettes come in 100 MB and 250 MB sizes. They are small, fast and convenient. The purpose of the Zip drive is to provide a high-density removable storage medium.

Organizational forethought is essential to having a convenient file backup strategy. The way you choose to arrange your files can make the job easy or hard. The arrangement I developed has all of my data files under 3 subdirectories -- one for electronic mail, one for web sites and pages, and one for all other data documents.

When I want to make a complete data file backup, I pop an empty Zip disk into my Zip drive and launch Windows Explorer. I select the 3 subdirectories containing my data files and I instruct Windows to copy these subdirectories (and everything under them) to the Zip disk.

I also rotate the disks -- for added protection. The reason for rotating disks is so that you do not encounter the problem where your system crashes during the backup creation, possibly resulting in the destruction of the original files AND the backup copy. By rotating disks you always ensure that at least one copy is in good shape.

What about Program Files?

Programs are a special case. In general, I do not recommend backing up programs because their components may be spread throughout the system in such a way that you cannot guarantee that you have actually backed up all parts.

Instead - I recommend making a backup copy of the original installation files for the program. If you acquired the program on CD or diskette, it may be sufficient to store that media in a safe place. The idea here is that you can re-install the program, if neccessary, from the original disks. If you download any additions or patches after installation you may want to save these also.

Programs and hardware are replaceable. Data files are irreplaceable. Therefore, data files should be backed up on a regular basis. Program files need only be backed up once.

In some cases specialized mass storage hardware subsystems may be useful in supporting file backups. Users connected to a local-area network in an office environment may be able to backup local hard-disk files on a remote server. You will want to check with your LAN administrator to see if a service like this is available to you.

Where Should I Store My Backup Copies?

It is usually NOT a good idea to keep your backup file copies in the same location as your regular files. This is important because the cause of damage to your files could be environmental (heat, smoke, water, etc.) and would be as likely to damage your backups as your originals. One good option is to store your backup disks or tapes in a watertight plastic box on a closet shelf in a different room of your house. Departments or offices may want to designate a special location for storage of all file backups for their users.

Summary

Making backup copies of your computer files is like wearing a safety belt in an automobile--both are intended to minimize potential loss in case of an accident. With regular file backups, the damage resulting from hardware failure, virus infection, or accidental deletion will be limited.

BE SAFE--BE PREPARED!