Knowhow: Data Protection
Safeguarding data should be at the top of your computer maintenance list, right next to virus protection. Unfortunately, it's among the most neglected areas of computing, particularly for home offices and small businesses.
Consider all that is invested in the data on a hard drive. Most computers store financial data, business files, photographs, correspondence and more. Less obvious is the software on computers, along with business and personal contacts, preferred settings, and Internet bookmarks.
Operating computers without a backup system in place is risky business. The good news is that backing up computer data does not have to be painful or complicated.
Do-It-Yourself Backup
There are several methods of data backup that you can accomplish on your own. If you don’t have a lot of data to protect, you can use a USB flash drive. Another option is the use of a tape drive, which can be set for automatic backups. A third option is an external hard drive, which allows you to backup your entire system, making it easy to restore your computer in the event of a system crash.
With these options, there’s no need to backup entire programs if you keep a copy of your operating system on hand. If these programs are lost, you can reinstall them with the original software.
While these are all valid methods of protecting data, there are some drawbacks. USB sticks are small and easily lost or misplaced. Backup with USB drives is a manual process that you’ll need to remember to complete regularly, and external hard drives work the same way. Tape drives can be pricey, requiring the purchase of hardware and software to process backups on daily tapes. And all three methods require offsite storage of the drives or tapes containing saved data.
Online Data Backup
Another option, which is simpler and more secure, is an online data backup service. This method involves automatic storage to a remote data center. You can set the frequency, days and times for backups, which occur quickly and automatically. Data is encrypted for security to prevent outside access of information. And there are services tailored to protecting data on individual PCs or laptops as well as servers used by a group of computers.
When choosing an online data backup service provider, you’ll need to ensure that they support the platform you use for your workstation or server; for example, some backup services do not support Macintosh-based systems. You will also need to ask about the speed and frequency of data backup and the data restoration method used in the event of a data loss. Find out how fast data can be restored and whether there is an extra cost required for this service.
Frequency
For personal computers that are only used occasionally, (five or less hours a week) data should be backed up on at least weekly. For computers that are used more frequently (10-plus hours a week), a daily backup is best. Business computers or servers may require a backup twice daily for more complete protection.
If you are unsure about whether or not to invest in a data backup system, just imagine the time required to recreate the information on your computer or the potential loss of items that you cannot replace. We all have protective measures in place for the items we value most — be sure to add computer data backup to the list.
Erica Kristin Marder is chief marketing and financial officer for RoninBackup Inc., an online data backup service provider based in Westborough.
WBJ Web Partners
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