Data Backup

Everyone on campus is responsible for maintaining a back up of their own data. 

What is a backup?

A back up is a copy of your important files in a separate location.  Your data consists of any files you have created in Word, WordPerfect, Excel, PowerPoint or other applications.  If you maintain a database or a test bank or grade program, your data will also include the files that contain the information that you enter and update.

What should I back up?

There is no need to back up every file on your computer.  Files that run your programs (Word, GroupWise, etc.) and your computer can be reinstalled from disks or CDs.  Files that you create in word processing, database, presentations, etc are the files you will probably want to back up.  In deciding what files to back up, simply ask yourself " What files can I not live without?" and "What files will cause me the most difficulties and/or heartache when recreating them?"

Once you have decided what files to backup, you will need to locate the files on your local drive in order to copy them to your selected backup media. You are responsible for knowing and maintaining your data. 

You may also want to store all your software in one place.  CDs and disks for peripherals (like scanners and printers), special programs (anything from WordPerfect to Grade or Test Programs), or anything else you may have loaded or installed on your machine should be together in one place.

Some folks may decide that backing up is not necessary because they are not worried if something happens to their data.  That is fine as long as you make that decision for yourself.  We believe that having a back up regardless of the amount of data, is the most time efficient way to recover after a crash or disaster.

What could I use to back up?

Disks - You can copy files to disks.  This is very easy to do but there are some potential hassles to this method.  If you have files larger than 1.44 MB they won't fit on a regular high density (HD) disk.  Depending on the size of your back up you may need a lot of disks.  Also disks can easily get bad sectors or otherwise damaged making it impossible to retrieve some or all data off of them.

CD-R/CR-RW's - If you have a cd-burner installed on your computer, you can backup your data to CD-R's and CD-RW's.  Using a program like Adaptec Easy CD Creator, you can select the files that you want copied to the cd.  CD's have a much larger capacity and can store usually between 650-700 MB.   Click here for detailed instructions on burning to a CD.

Network Servers - If you log on to the Novell Servers (available to all PCs and MACs), you have your own personal directory on the server, which can hold up to 50 MB of space.  By keeping files on the server, you receive the added benefit of having added security and an additional backup of your data since CIS maintains backups of all servers.  Only you can get to your directory, where as anyone can get to the information on your hard drive.  Potential problems include not enough space for your backup and if our server is down and you need a file ASAP you would not have access to it, although our servers are only down during campus hours or extreme situations. Click here for detailed instructions on saving to network servers.

Zip Drives - Some machines on campus have zip drives.  These special drives allow for greater storage on one disk than regular floppy disks which makes for an easier back up of data.

When should I back up?

Whichever method you choose, back up as often as you feel it is necessary.  Set up a schedule where you rotate several sets of backups.  For example, if you decide to back up weekly, have 4 or 5 sets of disks/tapes and rotate them.  Occasionally buy new disks to replace older disks.  Yes, backing up takes time but imagine retyping or scanning in all your documents again.

Why should I back up?

Save and save often!  If it is important, then make a back up.

CIS frequently gets calls about lost data or corrupted files.  There is often very little we can do to recover data.  The probability of a hurricane or tree limb crashing through the roof onto your computer is slim.  But what happens much more frequently than you might think is that hard drives go bad.  Most of the time, we were unable to retrieve any data.    It is best to be prepared.  Even if you are on top of your backup, you must know that your backup can go bad too.  Floppy and zip disks can and do go bad; therefore, it is important to rotate your media that you back up to.

If you have questions or problems, please give the HelpDesk a call at 344-2518 or email CIS.Helpdesk@armstrong.edu.