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Backup Basics

Backing up involves moving (actually, copying) files on your computer to another storage medium or device as a precaution in case your computer fails. Data loss can happen at anytime for seemingly no apparent reason. A good backup is an excellent way to protect against viruses, deteriorating hard drives, disasters and human errors. If it would not be cost effective or even possible to re-enter data, then you need a backup strategy.

Develop a written backup plan that tells your organization:

- What's being backed up

- Where its being backed up to

- How often are backups occuring? Make backing up a part of your normal scheduled daily tasks.

- Who is in charge of performing backups

- Who is in charge of monitoring/testing whether backups are being performed successfully. Periodically test the backups by attempting to restore them to an alternate location. This will bring out any flaws or corrupt data before it is too late.

What to Backup

Start by asking the question, what data, if lost, could seriously hurt the organization. Anything that cannot be replaced should be at the top of your list. Before you get started make a checklist of files to backup. This will help you determine what to backup and also give you a reference list in the event you need to retrieve a backed-up file. No matter how big or small your mission critical data, if it is an integral part of the organization then precautions should be taken in the form of a data backup. Here are some suggestions to get you started:

-Your database and accounting files are probably your most critical data assets. They should be backed up before and after any significant amount of data entry and/or use. For most groups, this means backing these files up every day. Groups that do a lot of data entry should consider backing up their database after each major data entry session.

- File servers used by the organization (Make sure your encourage your staff to save all of their files in one place on their individual computers, so that this can be easily backed up.)

- Operational documents; such as your office lease, insurance coverage information...

- Email

Where to Store your Backups

Store a copy of your backups off-site to insure against a site-specific disaster such as a fire, break-in or flood. Ideally, you should store your backups in a safety deposit box. A good rule of thumb is to rotate a set of backups off-site once per week.

When thinking about where to store your backup, consider the following:

- If the storage location for your backups is protected by sprinklers, what will the water do to the backups?

- Store a second full backup at another location to protect against fire, theft, or other disaster.

Backup Hardware Options

Choosing appropriate backup hardware is the first key to implementing an effective backup strategy. In any situation, there are probably several "right" answers. Here are some guidelines for choosing backup hardware that will work for you:

- Determine how much data you need to back up.

- Choose a backup device that uses tapes or cartridges with a capacity that's at least twice the total amount of data you need to back up. This will give you room for growth, and will also allow you to perform "incremental" backups on the same tape with a "full" backup. Device options include:

- Tapes

- Zip Drive

- CD-RW Drive

- DVD-RW Drives

- External FireWire Hard Drives

Backup Software

Having the right backup hardware is only half of the answer. You also need appropriate backup software that can help you automatically backup the right files at the right time, and manage the process of restoring those files in the event of a disaster. There are several different backup software tools that are appropriate in small offices. Below are some of the many possibilities:

- Windows Backup (Free)

- Stomp Backup MyPC

- Dantz Retrospect

- Synk X (Free Mac Utilitiy)

- Additional products recommended by the Guides at About.com