How to set up a backup structure
and schedule for your important data.
When we backup data we take a copy of our important
files on the server and place them in a 'safe' place where that data
can be 'restored' back to your server in the case of:
Natural Disasters
Fire
Theft
Human error
Developing a successful backup strategy starts with
you and not your backup drive. If you don't do regular backups, you
won't have any data to restore!
It's also a good idea to 'practice'
restoring data to a different location so that you feel comfortable
with the process before you need it (and are under pressure!).
What files need to be backed up?
We all know that backups are necessary in order to recover from the
accidental loss of valuable documents or data due either to disk
failure, accidental deletion or inadvertent file corruption. We all
suspect that recovery can be done quickly and accurately when done
correctly. The questions to be answered then are:
Exactly what files (or programs) need to be backed
up?
How often should backups be performed?
How should backups be performed?
The answers to these questions will assure rapid and
complete recovery from any loss of data including, but not limited to,
the complete recovery from a fatal hard disk crash. In addition, we
tell you exactly how to perform a complete recovery. If you do the
backups as prescribed here and the full system restore in the order
specified, you are assured that when you are finished with the restore
process your system will be EXACTLY as it was before the crash replete
with the same user documents, mail messages and folders, IE favorites,
desktop appearances, start and program menus, etc. In fact, if you
follow these guidelines, you will be able to replicate your current PC
environment on a new PC in it's entirety simply by restoring your most
recent regularly scheduled backup as the last step in the new PC setup
process.
Again, Why do Backups?
Backups allow you to restore your files if
any of the following occur:
A hard drive crashes and everything on it is lost.
This CAN happen and probably will at least once every couple of years.
The likelihood of this happening may be minimized by performing
routine disk maintenance but the chance of a crash is still always
possible. When a crash occurs a FULL SYSTEM RESTORE performed in the
proper sequence using your most recent regularly scheduled backup disk
(see below) must be done.
An individual file has been accidentally deleted, or
has become corrupt (unusable), or you just want to return to a
previous version of something. When this occurs a SINGLE FILE RESTORE
needs to be performed. This is done by running the same program(s) you
used to create the backup in the first place, except now you choose
the “RESTORE” option.
Exactly What Files or Programs Need to be Backed
Up?
The good news is that very few files need to
be backed up on a regular basis. Only application data and environment
or program settings need to be regularly backed up. You do not have to
backup your entire hard drive or anything close to that. The operating
system (Windows 95/98/Me) does not need to be backed up, nor does any
of the other software, or programs that you may have installed from
CDs or elsewhere. If any of these need to be restored you simply
re-install the software the way it was done the first time.
The files that need to be regularly backed up are:
All User Data and Documents
C:\MyDocuments (entire folder)
Everything in this folder tree - files, subfolders, subfolder files,
etc. Program applications always ask you where you want to keep the
things that you create (e.g., WORD documents, spreadsheets, graphics
creations, photos, MS Access databases, FileMaker Pro databases, etc.)
and smart people keep everything somewhere in this "C:\My
Documents\..." folder. This makes it extremely easy to keep everything
successfully backed up.
Windows Settings and Windows Applications Data
C:\Windows\Desktop (entire folder)
C:\Windows\StartMenu (entire folder)
C:\Windows\Favorites (entire folder)
C:\Windows\SendTo (entire folder)
C:\Windows\AllUsers (entire folder)
C:\Windows\ApplicationData\ (entire folder)
Windows keeps windows type stuff in this area, as do many windows
applications such as Outlook Express. There are also some \ApplicationData\
areas in the C:\Windows\AllUsers\ tree but these are included in the
step above).
C:\Windows\OfflineWebPages (entire folder)
If you happen to use the Internet Explorer offline viewing feature.
Netscape Bookmarks (Netscape users only):
C:\ProgramFiles\Netscape\Users (entire folder)
Software Specific Data Areas
Some applications ask at the time of their install where the user
specific data associated with the application should be kept while
other’s don’t. Either way, you need to know where it is being kept so
that you can include it as part of your regular backups.
· Example, the Eudora email program, during install,
lets you decide where you want to keep the actual user mail messages
and user account settings. We keep ours’ in a My Documents subfolder
that we created at C:\MyDocuments\Qualcomm\Eudora\. Since everything
in the My Documents folder is already included in the regular backups
(see above) nothing special needs to be done with this application.
And, sure enough, whenever we do a full system restores as prescribed
all of our mail messages and folders and preferred environment
settings are restored and ready to use as if nothing ever happened.
· Example, the IOMEGA 1-step backup software doesn’t
let you decide during install where user data will be kept. The user
data is always kept in its own area at C:\ProgramFiles\Iomega\Iomega
Backup\. Hence, you will want to include this folder as part of your
regular backups. We do and, sure enough, every time we do a full
system restore (see below) all of our IOMEGA backup settings are
restored and ready to use without the need to re-enter the file
selections.
How Often Should Backups be Performed?
REGULARLY SCHEDULED BACKUPS should be done
as often as is practical. A good measure is to do so every eight (8)
hours of computer use if appropriate (e.g., you enter a lot of data on
a daily basis or work on documents every day). Backups are your
insurance policy against the loss of these valuable data and/or files
– you decide.
Note: SPECIAL ONE-TIME BACKUPS should be done for
any software that was paid for and downloaded. Put them onto a
separate backup disk and label them with any account or registration
identification. This makes it possible to re-install the software in
the future, if necessary.
How Should Backups be Performed?
Three different types of storage media may
be used for your backups.
Backing Up to Floppy Disks
Suitable for 4 Mb or less of data (about 4
floppies) but can accommodate any amount. More than 4 Mb of data
prolongs the backup process and requires the use of too many floppy
disks. You need about one (1) floppy for each one (1.14) Mb of data.
Run the Windows backup program
“START/PROGRAMS/ACCESSORIES/SYSTEM TOOLS/Backup”.
Read the backup program's documentation about how to
“select” those files you wish to backup and how to “save” the
selection for future backup use. Select the folders/files listed
above. You will know how many floppies you will need when you are
finished selecting the files because the program will tell you how
much total data has been selected. Be sure to label and date the
floppies when finished. They can be reused and re-labeled for future
backups. Keep at least two backup sets in a rotation. Reuse and
re-label the oldest ones each time.
Pros: No purchase required (software and hardware
already built-in to every Windows system). Disks are inexpensive.
Cons: Slow and cumbersome for more than 4Mb of data.
Backing Up to ZIP Drives
Each zip disk holds 100 Mb (or 250 Mb or
more depending on what drive you buy) and the backup process is very
fast. Run the backup program that came with ZIP drive. Read the backup
program's documentation about how to “select' which files are to be
backed up and how to “save”' the selection for future backup use. Be
sure to label and date the disk when finished. They can be reused and
re-labeled for future backups. Keep at least two disks in a rotation.
Reuse and re-label the oldest one each time.
Pros: Faster than floppies and requires fewer disks
(each ZIP disk equals 100 or more floppies).
Cons: Requires hardware/software purchase. Disks are
expensive - approximately $10 each.
Backing Up to CD-RW DISKS
Each CD-RW disk holds 650 Mb (or more
depending on what drive you buy). This backup process is the fastest
of your three options. Run the backup program that accompanies the CD-RW
drive. Follow the backup program's documentation about how to
“select”' which files are to be backed up and how to “save” the
selection so that you can re-use it every time without having to
re-think the file selection. Be sure to label and date the disks when
finished. They can be reused and re-labeled for future backups. Keep
at least two disks in a rotation. Reuse and re-label the oldest one
each time.
Pros: Faster than ZIP and requires fewer disks (each
disk equals 600 or more floppies). Disks are inexpensive –
approximately $1 each.
Cons: May require purchase (refer to CNET for
current prices).
Full System Recovery
In the event of a hard drive failure or a
fatal virus attack, it is possible to restore your PC to exactly the
way it was when your last regularly scheduled backup was done. Not
only your data files, but your desktop settings, start menu, programs
menu and browser settings etc., will be perfectly restored. This is
only possible IF you performed the backup according to our
instructions above and the recovery steps are performed in the
sequence specified here:
1. Replace your hard drive, or have it repaired. It
will now be empty.
2. Setup your computer to its original factory
configuration. Call the vendor for assistance. Usually new computers
arrive with a special CD for restoring your computer to its original
factory settings.
3. Re-install any additional software from the CDs
that you have added since the computer was purchased.
4. Restore and re-install any software that you paid
to download. The original download file should have been backed up
when it was first installed (see “Adding Software” above). You can now
restore these as single files into the “C:\My Downloads\” folder to
re-install them.
5. Restore everything (full restore) from your most
recent regularly scheduled backup. This is done by running the same
program you used to create the backup in the first place, except now
you choose the RESTORE option and opt to restore everything to its
original location.
6. Re-download and re-install the software that you
had downloaded for free. The web sites should have been bookmarked
when you did the initial download (see “Adding Software” above) and
these bookmarks have now been restored in step 5 (above).
7. Perform the WEEKLY, MONTHLY and QUARTERLY
maintenance requirements (see Required Routine Maintenance above).
8. Re-create your anti-virus emergency diskettes.
Now your computer is exactly the way it was before
the crash.
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