How to set up a computer backup system

Ok, but did you back up?

What would happen if your laptop, computer or network crashed or was stolen? Because we keep so much vital information on our PCs, it makes sense to have a computer backup system in place.

Unfortunately, it is often the case that it's only when we experience first hand the loss of information, intellectual property and time associated with such an event that we realise the consequences of not having a computer backup system and business backup plan. It can be devastating to a solo or small business owner.

It is a quick and painless process once a routine is set up. For a small network, an external back up tape drive or hard drive, CD or memory stick can do the job (depending on the volume of information). For a single computer, backing up to a CD or memory stick are the cheapest and easiest options.

The keys are:

1. List the location of files to be backed up. Word and Excel documents as well as accounting, contact management and emails - use Help if necessary to locate the files)

2. Regularly back up - The more information you store on your computer, the more often you should back up.

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3. Rotate back ups. Keep two copies of back ups, i.e. 2 CDs or memory sticks. Use one the first week and the other the second. If one gets damaged, you still have information from the previous week!

4. Store the back ups at another location. i.e. with a friend or colleague – make sure you remember to bring it back next time you back up. In the event of a fire, it is pointless having a back up if you leave it in the drawer of the burning office!

A computer back up system is insurance for your information. Hopefully you’ll never need it, but it is better to be safe than sorry!

If you have a tech topic you'd like covered please get in touch and we will pass your suggestions onto Donna.

Donna Hanson specialises in computer and technology related education for business and corporate users. Her company provides customised training and resources to help users understand and increase their knowledge of computer related technology.

6 comments | Add your own

You mentioned storing the backups at another site. A great way to cover this is to have a PO Box. I took out a PO box specifically for this reason. Costs $56 a year and you don't have to rely on anyone else. Once a week you can simply take your latest backup down to the PO box and swap it over, so your off site backup is never more than a week old. Tony Trenaman from Sydney
I have always had a second hard drive in my PC for backup information. Everything of importance is stored on the second drive away from the main working one that hold windows etc. I keep folders for images, documents, Outlook backup, program install files and anything else. Its then an easy job to backup as you can just save everything that is on the second drive. It also makes reinstalling windows easier, as you can safely format your main drive knowing that your important content in on the other. Andrew Swinn from Dubbo, NSW, Australia.
Very clever, Tony, and thanks for your article, Donna. Could you possibly do one on the difference between backup and restore (including restore points) under Windows, please. Grant Hyman from Sydney | Read my articles
What about online storage systems? do you think they are secure and work? ian from coolum
We started using backupready.net online backup about a week ago and although it initially took 3 days to perform the first backup it seems to have done subsequent ones within a few minutes Jo Davies from Bedford
I think you have a pretty foolproof backup plan outlined in this article. The most important point being to keep your backup at a remote location. An alternative to rotating backup media in this way would be to use one of the specialist online backup services that have sprung up over the last couple of years. Jason Patterson from Toronto, Canada

6 comments | Add your own

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