How to Backup Data

Proper Backup Procedures
For a Crisis: Part Two

By Terry Brock

Last week I sent you a message about the importance of backup and how to make it work. I received a strong outpouring of support and thanks for that note, particularly at this time.

Then today I was speaking with Raleigh Pinskey, who I interviewed for my coaching program for some great tips on self promotion. She asked about how to backup and what I was using on my own personal computer system. Since I just went through a hard disk crash a few months ago, I’m acutely aware of what can happen. Now, I’m confident in telling you that I’m really backed up---and it’s a good thing!

Here are some steps you can take with your computer system to make it work very well for you.

External Hard Drives This is one of the smartest moves you can make. I use an external hard drive for backing up quickly all the data on my computer. It is also great for transferring files from one computer to another. Just copy from computer A to the hard drive. Then from the hard drive to computer B. You then have a backup in three easy-to-access places. For important, must-have files, this is a life-saver!
Web-Based Off-Site Backup Options. This is a powerful and highly efficient tool for not only safety but for running your business and serving customers. I use a service that provide unlimited storage. You read that right---unlimited storage. Many have commented on how they love my audio and video files that I provide on this Ezine. I use a software called Smart FTP to copy files from my computer to my website storage. It is as easy as clicking and dragging the files from one area on a screen to another. You can read and listen to more at a website I designed to explain this further. www.terrybrock.com/webhosting.htm and you’ll learn about the company where I am an affiliate. Yes, I’ll make a little commission and you’ll get unlimited storage for your data. This way you can access your files from any Internet-accessible device as you travel. I use it all the time as I bounce around the world and it is a time saver, productivity booster and great insurance against the inevitable glitches that happen with computers.
CD and DVD Backup Options. This is a good option for select directories and/or files. I have used this to backup important, but not urgent files. It is also a good way to back up archived copies of files. I use it to reference important programs in PowerPoint or Word, for instance that I want to reference sometime in the future but not immediately.
Flash USB Storage Systems.. These little jewels are incredible. Watch the video that accompanies this Ezine and you’ll see how easy it is to make them work. I got one for about $60 at a local Sam’s Club here in Orlando. I use it to back up all the files necessary for my PowerPoint presentations when I’m on the road. I can plug it into a variety of computers and get the PowerPoint presentation running quickly. I can store important documents that I don’t want to lose. This is the way to go since it is inexpensive, holds more than a standard CD-ROM and is easy---literally plug and play.
Duplicate Systems in Place This is a solution that you should consider. If you depend on your notebook computer as you travel, why would you risk losing everything and having to go through the hassle of reloading, reconfiguring, etc. Even if everything is backed up, you’re going to lose a lot. I recommend having two computer systems if you absolutely depend on your computer. Think about it, if your job is to deliver pizzas for a living and that is the way you fund your life, you shouldn’t have only one option for transportation. Have a second car, or a friend with a car, or know the bus system, have access to a rental car or something else. Besides, having two computer systems in place will help you get more done as you assign one task to one computer and work on a different task with another. Instead of hiring more people, you’re using robotic-like systems with additional computers!

Backup is important. Making it easy is the way to go. As bandwidth gets faster and faster, going to an on-line solution will be used more. Let me know if you have any further questions or insights.

Terry Brock is a marketing coach who helps business owners market more effectively leveraging technology. He shows busy professionals how to squeeze more out of their busy days using the right rules and tools. He can be reached at 407-363-0505, by e-mail at terry@terrybrock.com or through his website at www.terrybrock.com.

Copyright © 2005, Terry Brock, All Rights Reserved Internationally. No portion may be reprinted or used in any way without prior written permission. Permission granted to Biz Journals to use in regular publication.