Computer Backups

Backups are when you make an extra copy of the files that are on your computer and then hold the copy elsewhere,,preferably well away from computer and workplace.  This means should something disastrous happen to your computer (such as fire, theft or terminal disease) years of work are not lost.

Backups can include burning to CD, DVD or to an external hard drive,

e-mailing files to yourself on another computer or using a specialist outside, off line storage facility.  Most small businesses use burning to CD or DVD.  CDs are popular as most computers have a CD drive.  CDs have a smaller capacity than DVDs but they're cheaper to buy the DVDs.  Flash drives, also known as memory cards or memory sticks, are also good for small amounts of data but are insufficient to back up a whole hard drive.  External hard drives are best for backing up large amount of data but are more expensive.  E-mailing the files to an online storage facility is also good option but you then need to rely on outside sources to provide information.

Businesses with several computers and extensive data are stored on a server and normally rely on removable hard drives.  If you only use one external hard drive be aware that you are not adequately protected from fire or theft as it will still be on site unless you take it home with you each night.

You should always have a plan and be prepared for the worst. If your computer's hard drive dies you need to have your business up and running straight away. Even if you have a good up-to-date backup system you'll still need to merge or install an operating system again as well as all your software applications, printer drivers, internet connections etc.

One of the worst headaches during this process is dealing with security codes, IP numbers, passwords and so on.  For example chances are that when you connect to the Internet your user ID and password comes up automatically. If a few months or more have gone by then you probably can’t remember either of these.

One way to avoid system lockout is to maintain a password protected excel spreadsheet or an encrypted document by a specialist company, of all the important serial numbers, registration numbers, IP addresses and passwords you need to run your business and office technology. 

Finally, to guarantee sound sleep, store this priceless artefact somewhere away from the office.