FAQ: Backing up

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I put together the following FAQ on backing up. Please add anything that I may have missed or forgotten.

Q: What is backup?
A: Backup is the activity of copying files so that they will be preserved in case of equipment failure or other catastrophe. For personal computer users, backup is usually necessary but often neglected. The retrieval of files you backed up is called restoring them.

Q: Why do I need to back up?
A: You store hundreds of pictures that you took with your digital camera. Your CV, bank statements, letters, correspondence, movies, music and much more are all important to you. Consider what you would do if one day, you wouldn’t have access to all this important data. Ever again!

Q: OK, I understand the importance of backing up. How do I do a backup?
A: There are many methods of backing up. Some of these methods include, burning to CD/DVD, copying to “Disk on Key”, uploading to the internet, backing up to an internal/external hard drive.

Q: Which type of backup is right for me?
A: That depends on what and how much you need to backup. Ask the experts on Virtual Dr. for advice on what method of backing up is right for you.

Q: What are the advantages/disadvantages of the different kinds of Backup?
A: 1. Burning to CD/DVD – Advantages Inexpensive, relatively fast Disadvantages requires actively backing up (inserting CD, removing etc.), a cd/dvd can’t hold much data, can take a long time if you have a lot of data, have to remember to do it, cd/dvd can easily be scratched, cd’s/dvd’s will pile up with time

Bottom Line: Use this method if you have small amounts of data and it’s not very important. This method is not intended for daily backups.


2. Copying to “Disk on Key” – Advantages Inexpensive; very simple to do; very fast Disadvantages requires actively backing up; very limited storage space; have to remember to do it; can easily get lost; can break if mishandled/dropped

Bottom Line: Use this method for infrequent backup of a small amount of personal files and if you have a need for quick access to them.

3. Uploading to the internet – Advantages Keep it “off site” Disadvantages Can get very expensive with monthly fees according to the amount of data you upload; slow upload (can take a very long time); put your trust in someone you don’t know (and hope their equipment doesn’t fail)

Bottom Line: This is an acceptable method of backup for rare occasions only. Should only be used as a secondary method of backing up your personal data. Keeping it “off site” will prevent it from being physically stolen. NOT recommended as the only means of backing up important personal data.

4. Backing up to an internal hard drive – Advantages Not much hassle involved; can be configured to automatically backup on a schedule; can be relatively cheap depending on how much you have to back up; reliable; can store huge amounts of data Disadvantages Subject to vulnerabilities (electrical damage for example); more expensive that burning or “Disk on Key”.

Bottom Line: Backing up to the same partitioned hard disk IS NOT BACKING UP. In other words, if you only have one hard disk which is partitioned (say the C and E drive), you are not covered if something happens to the hard disk. All your data would be gone. You will need a separate hard disk for backing up. This is an excellent method as long as your computer is protected from electrical problems (such as a UPS). Otherwise, both hard disks would be vulnerable to damage.

5. Backing up to an external hard disk – Advantages once configured; it will work on its own on a daily basis; no hassle; reliable; can store huge amounts of data; Brand name solutions readily available Disadvantages Relatively expensive

Bottom Line: The best method of backing up in my opinion. Although more expensive than the other solutions, this will give you peace of mind. It makes backing up a painless and easy thing to do.

Q: So once I've backed up my personal data, I'm good to go?
A: Not exactly. You've backed up your personal data, but you are not fully covered in case your operating system or hard disk is damaged. In that case, you would need to go through the process of reinstalling your operating system and all the programs you want installed.

Q: Can the headache of an operating system or hard disk failure be avoided?
A: Yes. You can do an image backup. An image will capture a 1:1 snapshot of your hard drive. This will allow you to recover the computer exactly as it was when captured. This makes an operating system failure easy to recover from. Just recover the image and within a few minutes, you will be up and working again.

Q: So let me get this straight, what exactly is the difference between an image (or system) backup and a file backup?
A: A file backup is just what its name suggests. It is a back up of specific files and folders. For example, you can back up the My Documents folder, your desktop, pictures, word files etc. This is for your own personal insurance that the files are saved. Should disaster hit, and after you have re-installed your operating system, you can then restore your personal files. This is not a method for restoring your operating system. If you were to copy all the files on your hard disk using this method, copy it to a new hard disk and put that hard disk into your computer, the computer will not work.
An Image backup is different in that it will copy your whole computers hard disk as a mirror image, or a 1:1 image. Practically speaking, this can then be used to restore your whole computer in case of disaster. The main advantage of this is that you do not have to reinstall your operating system from scratch. Ideally, you would make an image after a fresh install of your OS, including all Windows updates, drivers, and the installed programs that you need most.
After a disaster, in order to recover, you would use a mix of both types of backups. First, you would restore the image (which takes about 10 minutes to have your whole operating system up and running) and then your file backup. These two types of backups can compliment each other if done properly.

Q: How often should I backup?
A: An Image backup should be done once in the beginning and unless absolutely necessary, does not need to be done again. A file backup is ideally done once a day to keep your personal files up to date. This can be done incrementally, in other words, it can back up all your data the first time, and then just the delta (difference) from then on. This should make the file backup process quick on a daily basis.

Q: How do I do an image?
A: You can use popular programs such as Symantec Ghost or Acronis True Image. The earlier versions of Ghost required a good working knowledge of the program to do an image. The later versions make it as easy as point and click. Don't forget to do an image to a secondary or external hard disk.

Q: Is there anything else I need to know about making an image?
A: Yes, it is preferable to make an image after a clean installation of Windows. Otherwise, when making an image on a program infested system, the image will be just as slow as it used to be and will carry over any errors or faults in the operating system that were there before.