Posts Tagged ‘computing’

The Importance of Backups

Tuesday, December 8th, 2009

How safe are your documents, your data, your media, your computer ‘stuff’? When did you last back it up? If you have an answer to that last question – well done! You’re a step ahead of most people out there. If you don’t have an answer, or if you are wondering what I mean by backing up your stuff, then please read on.

The importance of backing up one’s computer – or at least the important stuff – was a lesson driven home while I was a grad student in Scotland. One of my friends and colleagues, who was in the middle of the third year of his Ph.D., developed a problem with the hard drive in his computer. He had no backups. Nothing. Not a single note from his research, not a single chapter of his thesis. Nothing. If the university’s IT department had been unable to run some recover utilities and extract his data from the dead drive, the work of two and a half years of his life would have been wasted.

Not all drive failures are as dramatic as his nearly was – but they can still be disastrous. What would you do if, the day before an essay was due, your computer died or was stolen, or was dropped, or damaged/destroyed/disappeared in some other way? Would you go begging to your prof, desperately hoping for an extension? Would you then be surprised to find that most profs would not give an extension in such a case?

Incidentally, why would a prof be unlikely to grant such an extension? Simply because it is your responsibility to submit your work on time. Part of this responsibility involves taking care of your work. If you fail to protect and care for your work, and this result in it being late, then you frankly have no one to blame but yourself. Don’t run this risk: protect yourself by backing up your work!

So what should you back up, and how should you do it?

What should you back up?

Anything and everything that matters to you. This can include, but is certainly not limited to:

  • your documents: essays, notes, letters, resumes, etc. Any file whose name ends in .doc, .xls, .ppt, .pdf, .odt, .txt, .docx, etc. Any file that makes your life, your work, and your learning easier. There are many, many other document file types. Document files tend to be smaller, and so are more easily backed up.
  • your email: do you have copies of your important email securely saved, or is it all ‘in the cloud’? If you lost access to an email address tomorrow, would you be able to access old messages?
  • your website/blog: if your website or blog host went up in flames, would you be able to resurrect your online presence, or would you have to start from scratch?
  • your media: photos, music, movies, etc. Depending on what you do for a living, loss of media files can range from utter disaster to minor irritant.
  • software: not just the programs themselves – these can often be easily replaced – but user-generated or user-specific information as well. Software keys and serial numbers, saved game files, passwords, etc.

How should you back it up?

Everyone has a different set of priorities, and everyone will have a different set of types of files to back up. The suggestions I offer here work for me, but they may not work for you. Take some time to investigate the options and find a solution that works for you.

These are ways in which I deal with some of these issues:

  1. DROPBOX: dropbox is a wonderfully useful cross-platform (ie works on PC, Mac, and Linux) cloud-based backup and storage solution. It also happens to be very handy for document sharing. They have a free version that gives 2gb of storage. When you install dropbox it will set up a folder on your computer that is linked to their servers. Any file you drop into the folder will be synced with the cloud. When files are updated on your computer, they are also updated in the cloud. If your computer dies, you can access your online files from any computer, and even perform a full restore of all files to your desktop.

    I will probably one day upgrade to their 50gb or 100gb storage option, but for the time being have stuck with their 2gb option. All of my important documents, text files containing things such as my software keys and serial numbers, and anything else that is important but not too big is securely stored in my dropbox.As mentioned above it is also handy for document sharing. You can set up specific folders to be shared with specific people, and the documents therein will be automatically synced between the two users’ dropboxes. Very handy for any project that involve collaboration. .

    The thing I really like about dropbox is that is it neither exclusively cloud-based nor desktop-based. If their servers die or if their service stops, no worries – you still have copies stored on your desktop. At the same time if your computer is unavailable, you can retrieve your files online.

  2. WEBSITE/BLOG: Over the last few days I have been migrating my website and blog from one webhost to another. While I chose to rebuild my site pretty much from scratch, the process was made a whole lot easier by the fact that I had backed up all of my content (in a text file which was then stored in my Dropbox). This blog on the other hand has a lot more content than the site, and there was no way I was about to rebuild it by hand!

    Luckily I have developed a good habit of regularly backing up my content. I generally do this about once per month, and the resulting small backup file is securely saved in – you guessed it – my Dropbox. Because I had this backup file, the process of rebuilding my blog content took about five minutes.

  3. MEDIA: While I do have my music and photos backed up on an external hard drive, I have to confess to being slightly lax on this part of the backup front. I could also back them up online. In fact I should back them up online. But that takes time and bandwidth. I have not taken the time, and as I am on a slightly wonky satellite connection, I simply do not have the bandwidth.

    When I do get around to tackling this, I will probably opt for an online backup solution like Mozy, Carbonite, or iDrive. While these services are not free, is it worth a small fee to securely protect the thousands and thousands of songs and pictures that I have? Absolutely. I briefly used Mozy last year and found it to be very useful, but switched to Dropbox as it served my document-based needs better. I have not used either of the other two services mentioned above and so cannot recommend one. As ever, do some research, read some reviews, figure out what pricing system is best for you, and pick the solution that works for your needs.

  4. EMAIL: Do you use gmail, yahoo mail, hotmail, or any other cloud-based email service? Do you have a university/college/work email address? Did you know that email providers occasionally lose their customers’ mail? Or that they can permanently lock you out of your email? What will you do when you leave your university/college/job and need access to messages sent to or from that email address?

    The solution to this is pretty straightforward – install a desktop email client and use it to download your email and store messages locally. You don’t even have to use the client to send email. If you prefer gmail’s web interface, then keep on using gmail’s web interface. All you have to do is install an email client like Thunderbird, set up your accounts, occasionally start it up, and download your messages.  Every time you do this, you will save a permanent, personal copy of all your messages. And if you set up Thunderbird to save your messages to your Dropbox, you will have a recoverable backup of your email backup. In this case, redundancy is very good!

These are just some of the things I do to protect myself from computer failure, damage, or theft. The things that truly matter (in my case these are my documents) are securely backed up, as are my website, blog, and emails. And I am at least thinking of doing the same with my media.

If you have not backed up your computer recently, please do not put this off. Sign up for dropbox, download your emails, backup your website / blog, and check out your options for larger-scale media backups. All it takes is one simple hardware or software failure, and this will all be very worth the effort!