Importance of backing up data

It's very important to regularly back-up your data, as it can so happen that you can be working on a very important project, on the verge of completing it, and your computer crashes while you've almost finished. It can be very frustrating if you have not actually saved the file, meaning you can lose all your data completely. This is why it's very important to keep backing up your data as often as possible. It can sometimes happen that you can lose all your important files, like business files, family photos, music, or your tax returns permanently. The computer crashes mainly due to hardware failure, and it's only a question of when it happens, and not if it happens.

Backing up refers to creating an alternative storage location for important files, in a permanent storage location, to ensure that important data is not lost if the hard disk crashes. Backing up the entire hard disk is time consuming, and hence difficult to perform on a regular basis. While doing a normal back-up, there are three categories of data that need to be backed up. These are your documents, e-mails and contacts in the address book, and your favorite Internet links. Documents can include word processing files, spreadsheets, databases and presentations made on Power Point. It is always better to store all the files in a single folder, like the 'My Documents' folder on the computer. It is important to know where the files have been stored, so they are easier to locate and backup.

E-mail data and important internet links can be stored in a different folder, depending on the operating system being used. The most important factors to be taken into consideration while determining the frequency of back-up should be the following. First, you need to determine how many files you will be working with, and how often changes will be made to the files or new files created. Secondly, you need to look into how important the data is, and what files are more important, will it matter if you lost the files you worked on today, last week's or last month's files. There should be a schedule created in such a way that it is not too difficult to update data from the last backup. In case you work on a database which updates daily, then it is important to have a daily backup. On the other hand, if you work on papers or databases which are only required at the month end, it is enough to create a backup at the end of the month. There are many softwares which schedule automatic backups to be done as well. Backups can also be scheduled when there is down time in office. It's also important to do an extra backup before performing maintenance tasks or making software changes to the system.

There are a few recommended ways of performing a backup. One of them is performing a zip disk, which are useful when you're dragging and dropping files for backup. This can be done for files ranging from 100-750 MB in size. A backup can also be created in a rewritable CD which can create a backup within five minutes. This is also for small files upto 700 MB in size. For large data that can't be fit into CDs, rewritable DVDs can be used. Data ranging from 4 to 10 MB can be backed up in these DVDs. With these common methods of backing up data, you can ensure that you don't lose any of your valuable files, and a hard disk won't cause you anxious moments anymore.



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