Technically Easy

Category: Data Backup

All posts in this category provide information on data backup, including services and helpful advice on protecting your files.

  • How to Backup Data in Windows XP

    How to Backup Data in Windows XP

    I take backing up data very seriously. I have a lot of digital photos and several home videos that I have taken and have currently backed up. The main reason that I backup my data is that the data can’t be replaced, and I don’t want to lose any of the files.

    Many people probably don’t think about backing up their data until it is too late. What they don’t know is that it isn’t hard to backup their data using the “Backup” tool that is include with Windows XP. It may not rich in features, but it can help to keep your data safe. Let’s see how to use the tool to backup your data.

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  • What Data Files to Backup on Your Computer

    I have written many posts regarding backing up data on your computer. There are many methods that you can use to backup your data, such as CD/DVDs, external hard drives, USB flash drives, or an online data backup service. With so many options it is important to regularily backup your data.

    The question many of you may ask is what should you backup? With a lot of data being stored on your hard drive, it could be hard to determine what data files to backup. In this post I will provide a simple list you can use to help narrow down the files you should remember to backup.

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  • 10 Excuses Why You Didn’t Back Up

    This is a guest post.

    Dell recently released a report that was produced in partnership with the Ponemon Institute, where they surveyed over 800 people across 106 airports in order to find out more about how/why laptops get stolen or go missing during business travel, and what could be done about it.

    According to the report, over 12,000 laptops go missing or stolen every week in US airports. That comes to about 1 laptop every 8 minutes. And even more interesting, was the discovery that 42% of respondents did not back up their data.

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  • 5 Reasons to Backup Data Online

    5 Reasons to Backup Data Online

    I have written many posts in the past regarding data backup. I regularly backup my data, especially the data I can’t replace, such as digital photos or videos. I have seen hard drives and entire computers
    fail, and all data stored on them lost completely.

    There are many methods to backing up your data, including DVDs, external hard drives, and USB flash drives. In this post I’ll talk about why online backup may be good choice to include in your backup strategy. I currently use online backup for all my data, but let’s look at 5 good reasons you can also backup online.
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  • Four Months of Using Mozy

    Four Months of Using Mozy

    I have written several posts regarding backing up your data. I have mentioned many different forms of media that you can use to keep your data safe. Over the past four months I have been using an online backup solution called Mozy.

    While I have written about Mozy in the past, I will sum up my experiences thus far with using the online solution, including the pros and cons of using Mozy.
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  • Data Archiving Method

    I have recently begun backing up my data such as photos (both digital and film), videos, and other files so that in case something happens, I will not lose my irreplaceable data. There is always much discussion on the best ways to archive data, and I have my way. Many may agree and disagree with my method, but this one works for me.

    In this post I will explain my method, as well as the reasons I chose to use the tools and storage devices.

    Organizing and Labelling the Data

    Before I begin to archive the data, I first organize the data, as well as set some labeling standards. The archival process is much easier once you have organized all your files, photos, and whatever else you will be archiving.

    If you plan to scan photos, slides, negatives, or other documents, you should separate them into groups, either by date or people. This will help you to keep certain items together within your archives.

    Once you have organized your data, you should create a labeling scheme to make it easier for you to find the data that you need. I have decided to backup my data on DVDs (I’ll explain why below), so each DVD is stored in a jewel case with a label assigned to the case. The label contains the following:

    1. Title – I provide a descriptive title to indicate the contents of the DVD.
    2. Years – I indicate the years covered by the data on the DVD. This helps to order the DVDs in chronological order, even if they weren’t burned in that order.
    3. Created Date – The date that I created the DVD. This will come in handy in the future to determine how old the DVD is, and whether I should create a new copy of the DVD.
    4. Catalog Name – This is a unique name that I give each DVD so I can organize them. I came up with a naming convention that indicates the type of data on the DVD.
    5. Family – This field contains the last name of the family represented by the data on the DVD. This helps to find data for a specific family name.

    I also decided to use coloured jewel cases that will help indicated the data on each DVD. For example, for photos I use a black jewel case, and videos will be stored in blue cases. You can easily purchase a box of coloured jewel cases for cheap.

    Once I have organized my data, and came up with a labeling scheme, the next step is to start determining how to store the data.

    Archiving Media

    This is probably the most debated point with regards to archiving data. Many people have their opinions about which media is best. Each media type has its pros and cons, so choose one that works for you.

    I have chosen to archive my data on single-layer DVD discs. I chose this method because they are relatively affordable, can hold a lot of data and can be easily stored. When I do make an archive disc, I always make two copies, so that if one becomes corrupted in the future, then I can retrieve my data from the copy.

    I have, however, not chosen just any DVD discs to use for archiving. I have chosen to use DVD+R discs from Taiyo Yuden. The DVD+R format has several benefits over the DVD-R specification, with one of the benefits being better error management. Taiyo Yuden discs are known as very reliable discs, so I chose them for my archives.

    Just in case you are wondering where you can purchase Taiyo Yuden discs, I discovered that very few stores, if any, carry them. I ordered mine online, as most people probably do. I only know of two online stores where you can order them for those living in Canada or the United States:

    If you know where else you can purchase these DVDs, I would like to know. Be careful, however, as many places offer DVDs that say they are Taiyo Yuden, when in fact they are fakes.

    I burn the DVD using Nero, using the catalog name as the DVD name, and perform a verification after each burn to ensure that the data was written without any issues. Once the burn has completed, I print the label, and then insert the label into the jewel case with the DVD. I write the catalog name on the DVD using a water-based CD marker.

    When I’m done with my burning, I move one of the copies offsite to prevent all my archives from being destroy if something were to happen to my home.

    Many people have discussed the life of a burned DVD, and whether their data will be available in 50 years. I think that as long as the data is readable after 5 years I should be good. I’ll probably move my data to the next generation of storage media, so won’t care if these DVDs can be read in 50 years.

    Summary

    In this post I have provided an overview of my method for archiving my data. I use a simple labeling system as well as DVD+R discs to organize and store my data. For more security, and piece of mind, I also always burn at least two copies of the data, just in case one is destroyed. Finally I move one of the copies offsite to losing all archives if something were to happen.

    You can choose to follow my method, or come up with your own. You should always create a system that works best for you.

  • Backing Up Digital Photos

    There is much discussion on the Internet about the best method for backing up digital photos. Some say CD/DVDs are the best media, while others prefer hard drives or tapes. In my opinion there is no right way to back up digital photos as each method has its advantages and disadvantages. I will discuss the various media and their advantages and disavantages in this post, and then discuss the method I use to back up my digital photos.

    Optical Media (CD/DVD)

    CD/DVDs are perhaps the most popular method for backing up digital photos, as most computers now come with a burner and software. Most photo organizing software also include the ability to burn your photos to a CD/DVD.

    Advantages: Very little cost to storing your digital photos, as your computer probably includes a burner. You can buy CD/DVD spindles that include hundreds of blank discs for a few dollars. A single layer, single-sided DVD can hold up to 4.7GB, which means you can store thousands of photos on a single DVD.

    Disadvantages: The biggest and possibly most talked about problem with optical media is that they could develop problems as time passes. This could lead to you digital photos becoming unreadable. To help minimize read problems in the future, only buy name brand CD/DVDs.

    Another disadvantage with CD/DVDs is the fact that they are a progressing technology. This means that in a few years they will be replaced by another form of optical media. For example, the CD is now being replaced buy the DVD, which in turn is slowly being replaced by high-definition DVDs. This means that you will have to eventually move your backups to the next generation of optical media every few years.

    Hard Drives

    Hard drives can store enormous amounts of information, much more than either tapes or CD/DVDs. All computers come with at least one built-in hard drive so you don’t need to buy anything else. An external hard drive, however, is preferred for backing up data.

    Advantages: As mentioned they have massive amount of storage capacity, meaning one hard drive can probably store your entire digital photo collection. You would only have to purchase the drive and no additional media. An external hard drive is very common today, and can connect to your computer through the USB port. This keeps your data safe in case your computer fails and you need to reinstall your operating system. Unlike the other media, hard drives have been around for many years, and although the technology may change, you will still be able to use your current hard drive for many years.

    Disadvantages: The biggest problem that you can run into would be a hard drive failure. Always keep in mind that anything with moving parts can break, and a hard drive is no exception. If you take care of your hard drive, then it should last for many years.

    Magnetic Media (Tape)

    This is not as popular for a home user as it is for a business user. Tapes are popular for a business since they can store much more than a CD or DVD, and they are more reliable.

    Advantages: Tapes, as mentioned, can store a large amount of data, although not as much as a hard drive. Not only can they store a lot of data, but they can also be erased and rewritten many times. If you take care of your tape, then it can last for many years.

    Disadvantages: Out of the media mentioned in this post, tape backup is probably the most expensive. You would need to buy a tape drive, and then the individual tapes, and depending on the type you buy it can be quite expensive. This is one of the reasons tapes or used more in business than at home. Tapes can also degrade if used on a frequent basis, which could cause problems with your data, so just like the other media you will need to take care of your tapes.

    Online

    This type of backup isn’t discussed as frequently because most don’t think about using an online service to store their data. There are many places online that can provide you with enough disk space for your entire digital photo collection, but you will need to research the best Web site that suits your needs.

    Advantages: One of the biggest advantages is that you don’t need to worry about resaving your data as technology progresses. Your chosen online company will do that for you. Another advantage is that the online company probably has a good backup and restore system in place in case of a hardware problem (at least you hope). This will help ensure that you never lose your data.

    Disadvantages: You will probably need to pay a monthly fee to store your data on the servers, and depending on your budget, this may not work for you. You will also need to do much research into the online company first to ensure that your data is safe and secure. The last thing you need is to see your digital photos all over the Internet because someone accessed your backups.

    My Method for Backing Up

    After reading this post, you may be wondering how I choose to back up my digital photos. Here is what I do:

    1. First I copy the digital photos to an external hard drive. I use a Western Digital 250GB hard drive which has more than enough storage space for my needs. This also allows me to pull up the pictures at anytime without having to find a DVD first.
    2. I then backup the same photos to a DVD (usually one for each year). This allows me to keep my digital photos off site in case something happens.
    3. I also maintain my collection of digital photos on an online Web site. This provides extra protection for my photos.

    As you can see I don’t stick with one method of backing up my digital photos. The best thing you can do when backing up your photos is to make multiple copies. This way if one copy doesn’t work, you have another.

    Summary

    I discussed the various media that you can use to back up your digital photos. I have also described the method I use to backup my photos. After reading this post, I hope that you will be able to choose your preferred method to keep your photos safe for many years. Remember: always make multiple copies of your data.