Backing up is simple. It is merely a matter of making extra copies of your files and storing them on some removable media or remote file storage location. Successful execution of your backup plan can get very complicated. You can end up with many versions of your files in various locations.  Here are some tips that will help you keep things straight.

1. Always make multiple copies of your work.

    Whenever you start a work session, make a copy of the document you are working on and then do the work on the copy.  When you are done you can rename the copy with a new name that reflects the new version of the copied original document such as  “GreatAmericanNovel2” or “GreatAmericanNovel4-28-06”.  Be sure to avoid periods (Dots . ) as well as spaces in file names.  Files should only have one “Dot” and that separates the name from the file extension like .doc, .xls, .jpg etc.

2. Make sure that you have multiple copies of your work, on multiple disks, in multiple locations.

    If all of your backups are in your home and your home just happens to be hit by an asteroid your files are gone!  Keep a copy of your important files somewhere
physically distant from your primary work area.  For example, if you are working at home, take a copy to work with you.  At work?  Take a copy home.

3. You don’t need to backup everything.

Some common things people need to backup are:

    Word processing documents

    Spreadsheets

    Email Files

    This requires a little knowledge of where your email program stores its downloaded email files.  If you use Eudora on a Macintosh, then its simply a matter of backing up your Eudora folder that is stored in your home directories Documents folder. If you are using Apple’s Mail Application, your mail is stored in the folder Mail in the Library folder also located in your Home directory.  
Other email clients store their email files in a different locations, check with the ITS help desk for more information.

    Images and photos

    On a Macintosh the home directory has folders for each of these types of items. If you use them its easy to find things when time comes to back things up.   Bookmarks and settings     You may want to save bookmarks and settings files that are created when you set up your computer.  This will allow you to return your computer to the way you have set it up if it is ever stolen, or if it has a hardware failure.  On Mac these files are kept in the library section of your home directory, and backing up the whole directory will allow you to restore your computer easily in the event of a failure.

 4. Backup Media, Storage Devices, Remote Locations

    Your specific backup strategy depends on how much you are willing to spend on the removable media, or if you are backing up to a remote file storage location .  Lets discuss some common storage methods.

     Remote File Storage

     You can use a remote file server to store your backed up files.  File servers are available using a variety of methods or protocols, such as FTP, WWW, AFP, SMB etc.  Its not important which protocol you use you only need to find one that will allow you to store the quantity of files you need to backup.  These remote storage locations are accessed via your internet connection and thus your ability to use them will be affected by the speed of your internet service.  Some services offer storage for up to a Gigabyte (1000 megabytes) of files for no charge, Look to Yahoo, Google and their kin.

     CDR (Recordable Compact Disks)

     Many computers today ship with CDR drives, or drives that can also write CD’s as well a read them. These are a very inexpensive method of storing files, the disks cost less than a dollar, and can store 600 mb (megabytes) of files.

     Floppy drives and Zip disks

     These removable storage media have been replaced by newer methods, the offer microscopic capacities with high prices for the drives and disks, don’t bother.

    Removable or portable hard drives

     A hard drive is what your computer uses to store your files, so you can use portable versions to store your whole computers collection of data.  These disks come in a variety of sizes from 20 gb (Gigabytes) to over 500 gb.  The cost is quite favorable when you compare it on a per gb basis, but prices start do at about $200.  These devices range in size, they are generally about the size of a paperback book but some of them come a bit smaller.

     Flash Disks, or solid state storage

     The latest innovation is the introduction of very small “keychain” drives AKA USB drives, pen drives etc.  While they are not really drives at all, they act a mini hard drives and can store ever increasing amounts of data.  These items are available in capacities of as little at 128mb for less than $20 to  16 gb for about $500.  A good 1 gb drive can be had for only $60, and this makes an excellent method of backing up and transporting files since the devices are rarely large than a Lipstick tube.

     Email

     Nearly everybody has emailed themselves a file so they can pick it up at another location, this is technically a form of backup of that file, since it is copied as a function of emailing it along to another person.  While this method is effective on a file by file basis, its not a reliable medium for long term storage.  Emails servers are not designed to store your important files and should not be relied upon to retain data for any period of time.

 5. Strategy

The strategies available to you fall into two categories that I will call shotgun and cherry picker.     

     Shotgun.

    This approach is pretty foolproof, you copy everything, the whole drive at one time.  Just copy your hard drive onto the removable media and wait for it to finish (it could take hours).  This requires a hard drive, or flash disk that is larger than your internal hard disk.  This should not be attempted with a remote file storage location due to the capabilities of the network, and the time involved to complete the operation.  A secondary strategy is which is just as good is to backup your complete users directory, this will provide backup for every user on the system.  If you like you can only backup your own home directory, this will allow you to restore your system to a state just as it was before any catastrophe.

     Cherry Picker.

    This approach selects only the files you find important.  Some people may only have a few things they really need, this saves on space and time.  You simply go around and find your super important files, and copy them off to the device of your choice.  This is the most efficient on space.

     You can also use a variety of software to make this task easier, one free product is Carbon Copy Cloner by Bombich software, download at http://www.bombich.com .   Another is Retrospect from EMC Dantz, which can manage your backups automatically.  Whatever methodology you choose, remember to backup every time you make any major changes and you will be in good shape in event of a drive failure or other mishap.