How to avoid slaying your PC: Backing up your data before something inevitably goes wrong

Back up my hard drive? How do I put it in reverse? ~ Compurt Quotes

According to the Boston Computing Network (BCN), almost a third of PC users have lost all of their computer files due to occurrences outside of their control. Important items such as office documents, photographs, music and videos can instantly disappear, simply because of a technical problem: viruses, failing hard drives, and computer hackers can all take their toll on our PCs, but backup devices also share their own slice of “packed up” pie. A few weeks ago, I personally experienced some loss of data, and thought it may be useful to write a post here about what I have since discovered. Although I’m not an IT professional, I hope that this extended article will at least give you some idea of how to protect your own digital data from unforeseen circumstances. This piece of writing does not relate to any specific health issue, as many of my other posts do, but I’m sure that the stress caused by such computer glitches would likely exacerbate a condition. So, let’s hope that in the process of building and protecting our data “libraries”, we will also be able to protect ourselves from any undue breakdown or indeed the loss of our own sanity! 

One of the main causes of so much loss of information is because huge quantities of electronic data are now being stored in smaller spaces. Most of us have confidence in backup tools and methods, but even these have been shown to be unreliable at times. In fact any type of digital storage is susceptible to failure. A staff member from Ontrack recently confirmed to me that 80 percent of PC users who have lost their data had regularly backed up their work beforehand. This was also my own experience. I have been methodically backing up my work for years. However, when returning to some old media to support some of my new writing projects, I was unable to access a number of my documents. This was very frustrating to say the least. It is crucial, therefore, to make sure that at least two different copies are made, as no single method of storage is completely safe. And even if those storage media do endure the test of time, the constant progression in technology means that it will likely suffer from hardware obsolescence in the future. It would be a bit like having a record but no record player! I recall finding a Travan 5GB minicartridge that had been held in a museum’s safety deposit box for quite some time. Because a specific (and expensive) drive was required to retrieve the information within it, I decided to implement a completely new database system to house collection information (via PastPerfect). In fact, I know of other non-profit organizations that have resorted to merely storing devices in climate-controlled piles, still hoping for some type of universal guidelines to miraculously appear. Although there is no perfect solution at this time of writing, backing up multiple copies of the same data regularly using several forms of media should at least preserve your data for the time being, and then when necessary, the contents will be available for transfer to future storage systems.

Compact Disc

Gone are the days when we simply backed up our files with a floppy disk (5¼-inch floppies), as these have now generally been replaced with the newer Compact Disc (CD). There was little choice to continue with the floppy, as these were continually being phased out when PCs became outfitted with a CD burner instead of a floppy drive. Personally, I was sad to see the floppy go as it actually appeared to be reliable as well as durable. However, CDs became more popular, probably due to the fact that they offered more storage space than their predecessor and were relatively inexpensive to buy. CDs are a convenient way to back up your files, but it is important to note that they have a high susceptibility to damage and should not be utilized as a sole method of storage. My first encounter with the fragility of the CD occurred a number of years ago, when I was looking for an effective way to both archive data as well as back up general office work for a small museum. Like most small museums, we had a limited budget. I didn’t know that much about CDs at that time and had started out with the rewrite version (CD-RW). My purpose was to have a CD that I could update on a regular basis, by both adding new content as well as deleting the old. However, since these CDs became corrupted more often than not, I decided to abandon them completely. I then switched to the write-once version (CD-R), where data could only be added but not changed. This meant that I had to add dates to the document name, in order to distinguish the old from the amended version (The CD would not copy two files with the same name). The CD-R did prove to be a better choice, although it still became corrupted at times. It also seemed to take a long time to copy the data to the CD and to access the material thereafter. Another problem I encountered with CDs (although DVDs are better) was their limited data capacity. It took many CDs to hold my backup, and it became increasingly difficult to keep track of them all.

More importantly, what most people don’t realize is that the quality of commercial CDs is far superior to those offered for sale in general retail stores. Commercially produced CDs are not burned, but the dips and bumps (representing the digital data) are molded or “pressed” directly into the plastic bottom layer. If handled and stored correctly, these discs are said to last for decades. The domestic CD-R, however, uses a cheap but highly reflective dye, which when burned via your CD-R drive, eventually degrades the data within a few years. When coupled with CD rot (caused by oxidation and fading), it can corrode your data much faster than plain old-fashioned acid-free paper.  The CD-R will last longer if cared for properly.  Avoid high temperatures, humidity and direct sunlight as these can cause damage such as warping. It is important to store them in a clean, dark and stable environment that doesn’t get too hot and that has an even relative humidity. Handle the CDs by the edges, as scratches and fingerprints can render it unreadable, and constant bending can also lead to deterioration. Store them vertically in a quality protective holder, with soft vinyl inserts or Tyvek sleeves, although a standard jewel case may also be adequate. Many experts advise not to affix a label to the CD, although others say that it adds more protection. Some state that only water-based marker pens designed for CD use should be applied for labeling, as solvent-based markers can seep through the layers and destroy the disc. I have been unable to find any specific long-term lab tests that would either confirm or disprove this theory, however.

There are said to be a number of remedies that can help clean CDs if they do become unreadable (such as gently rubbing with soapy water, Isopropyl Alcohol, toothpaste or car polish, or even investing in rescue software). I have tried using a commercial brand liquid, which cautioned that the product could be harmful or fatal if swallowed! I’m not sure that I want to be in contact with such a product on a regular basis, even if it did prove to be useful. The best remedy that I would suggest would be to not rely on CDs for archiving irreplaceable data. If you do decide to use CDs for routine backups, however, make sure that you don’t skimp on the price – Use good-quality brand name discs. The saying, “You get what you pay for” certainly applies to the situation when buying CDs.

External/portable hard-drive

The portable external hard-drive (PHD) is one of the easiest and quickest ways to store your data, and the device can be easily found for purchase in many retail stores. It is wise to do your homework before purchasing one, however, as they can differ greatly. I’d read several reviews about one particular model that suddenly broke down with all data becoming instantly unrecoverable. So, it is important to research feedback to see how devices fair among customers. PHDs can vary in price, depending on the size and the speed. I decided to purchase one that had sufficient capacity, so that I wouldn’t have to buy another one for quite some time. The device can be set up to provide regular automatic backup of files, although it needs to be plugged into your computer and available when a backup is scheduled to take place. So, if you store your PHD somewhere else (such as a fireproof safe) for protection, you will need to remember to retrieve it before your backup occurs. Like anything mechanical, though, PHDs suffer from wear and tear (or the fate of becoming obsolete) and it is likely that it would need replacing within a 3-5 year period. The good news is that it copies much faster than CDs, so it may be convenient to just let it copy to another device overnight. One of the issues I’ve encountered so far is that on a couple of occasions, some added data failed to write to the device. On the whole, however, I have found the tool to be both convenient and reliable. The PHD pictured here is the Seagate FreeAgentGo (320 GB). Although it was recently priced at $149.99 at Best Buy, it has come down in price considerably and is now only $79.99. FYI, Best Buy has a policy that if you find an item cheaper elsewhere, they will match the price. (Note: I am in no way affiliated with Best Buy or its products).

USB flash drive

There is now a growing trend to use USB flash drives (also referred to as memory sticks, pen, thumb, jump or keychain drives) as a form of portable storage. These compact, removable devices are wonderful for carrying around your data to use at another venue (such as a PowerPoint presentation), and can hold fairly large amounts of data. They are also not as easily damaged as CDs and can be conveniently plugged into a computer for straightforward and speedy transferal of data. Due to the construction of the device (a circuit board covered with transistors), it is able to stay in a given electrical charge state for many years. In fact, if you store it away safely, its memory will most likely outlive your own! Despite the longevity of the device when not in use, there is a limit to the number of times data can be written to it before it gets worn out (although the allowable number of writes is large, being typically 10,000 or 100,000). For this reason, it would not be unreasonable to move the data to a newer device every few years. Flash drives come in many sizes and speeds, and are a relatively inexpensive way to store data. Again, do your homework before settling on a purchase, as substandard flash drives that have previously been discarded by manufacturers, often find their way back onto the market at cheap prices. The one pictured here is the Sandisk Cruzer (32GB), which I purchased for $89.99 from Best Buy. (Note: I am in no way affiliated with Best Buy or its products).

Cloud storage

Many Internet companies are now offering online backup services (also called remote, 0ff-site or cloud storage), which means that they permit you to keep your personal files on their servers. Such services are becoming ever more popular and are a great choice if you want to share files between several computers. Some of these facilities can be utilized at no cost, although they do have a limit on how much you can store. Others may charge money, but in return they enable you to store considerably more data. If you store your data on a cloud storage system, you will be able to access your files remotely from any computer in the world, by logging on to your account with your registration password. Some automatically sync your data to the web while you are still able to work on your documents. The advantage of using an off-site method for backing up your work is that you don’t need to carry around a physical storage device to retrieve your information. Also, even if your home gets totally destroyed by some major natural catastrophe (such as an earthquake, tornado, fire or flood), your work will be kept safe. However, nothing is ever foolproof and the company offering the service may suffer some disaster of their own: Their servers could crash, hackers could get into their servers, or the Internet company could even go out of business. In fact I recently received a message from one individual who had suffered such a fate, stating that the hosting company had wiped "5 days worth of posts and articles from my databases... 'by mistake' and then went on to go under without warning.” This is surely a horrifying way to realize why it is so important to back up your data via various means. Although off-site backups are an essential part of any disaster recovery plan, for reasons just stated, it should not be your only method of backup.

When deciding which service to use, it is a good idea to find out how secure your data will be. Most companies include a method of encryption, which means that they use a complex algorithm to encode information, making it more difficult for hackers to access. However, some companies merely use the authentication process, which simply requires a user name and password. This is obviously far less secure when used in isolation. Authorization practices also exist, which enable the client to list people who are authorized to access the information stored in the cloud. Some examples of cloud storage services include Google Docs, YouTube, Facebook, Picassa, MobileMe, Carbonite or Mozy, although there are countless more. One of the problems I’ve found when using cloud storage is that large compressed folders can sometimes take considerable time to upload to the cloud.

Network attached storage (NAS)

This method is something that I am seriously considering investing in this year, as it is believed to be one of the best and most versatile ways for data storage and backups. NAS are independent storage devices that connect to your home network via your home Wi-Fi or wired network. It enables multiple computers to access the stored files at the same time and was primarily used for business purposes, although it is now becoming increasingly popular within general households.  The discreet sized box enables an unlimited amount of storage capacity (by adding extra drives as needed) and falls within a similar price range to the PHD. Despite not being directly attached to a PC, files may be accessed as conveniently as any other drive (under “My Computer”). NAS also has the ability to routinely back up your data and to access your files remotely over the Internet. The good news is that even if your computer gets damaged, your data remains safe, as it is stored on a separate network. One thing that I’ve heard about NAS, however, is that they may be a bit more complicated to set up than a USB hard drive.

Windows/Vista backup

 Windows XP includes a built-in mechanism that enables you to back up (or restore) large amounts of data in an in a straightforward and swift manner.  All you need to do is to make sure that your files are organized well in a convenient location, and then to follow instructions provided by the default Windows wizard. Backup is located in the Start menu - All Programs - Accessories - System Tools. Windows XP backups can be run manually on a regular basis, or scheduled for automatic backup by altering the Advanced settings.  Windows 7 and Vista (accessible from the Backup and Restore Center in the Control Panel) also offer similar backup software. Windows can be used to create backups on NAS devices, external drives, or even on your primary hard drive. The advantage of using this backup method is that it requires no additional financial cost if you already own a copy of the operating system.  However, it has been criticized for not having many of the advanced features that come with the commercial packages, and is thus considered an inferior backup solution.

Summary

If you regularly use a computer, then backup should be an essential part of your computing practice. There are far too many horror stories about individuals or organizations that have totally lost their data due to issues such as system failure, computer viruses, human error, theft or inadequate backup, and it is inevitable that something will go wrong at some point in time. You can never totally prevent data loss, but by backing up your work, you can reduce the chances significantly. If your computer fails, it could cost you hundreds or even thousands of dollars to pay a data recovery specialist. Regular backup of your data via several cost-effective devices as described above, however, will not only likely save you pennies, but it will also save you peace of mind.

Resources

Boston Computing Network

Ontrack Data Recovery Articles