SON IT Services: Data Protection

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Data Protection

The Golden Rule: You should have at least two copies of all of the files that you have created. One copy on the hard drive, and the other on some type of external media.

What do I backup?
The good news is that you don't need to make copies of all the files on your hard drive. These days, that could entail many gigabytes of data. You only have to back up your own data files, such as word processing documents, spreadsheets, e-mail, digital photos, graphics, etc. Basically, any files you've created or that were sent to you. You probably already have copies on CD-ROMs of your program files--Microsoft Office applications, web browsers, plug-ins and such. In the event that your computer crashes, you can use those to restore the programs or you can download replacement programs from the Net.

How do I backup files?

Files should be stored on removable media like floppy disks, zip disks, CD-ROMs, data tapes or an external hard drive. Since floppies only hold 1.4 Mb of data, they aren't very practical, unless you have only a few files. On the other hand, CD-ROMs hold 650 Mb, so if you have a CD-RW drive, you're in luck. Recordable CDs are inexpensive and also provide an excellent way to share data with friends and colleagues.

Click on the Start button to find Windows Explorer

To back up your files, first insert the storage medium in the drive. If you use Windows, launch Windows Explorer. You'll find it in the Programs folder under the Start menu.

Drag the files to be copied to the appropriate drive Now locate the files you want to copy. Place your mouse pointer on the folder or file, hold down the left mouse button, then drag it to the appropriate drive. Copying files can take a while depending on how many you have and the speed of your system.

After you've backed up all the files, open a few of the copies to make sure they copied correctly. Now remove the disk, label and date it. Finally, store your backups in a secure place.

If you follow this procedure regularly, you may sleep better at night.

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