We’re all rightly concerned about viruses, trojans, rootkits and spyware.

That’s why we spend so much time worrying about which anti-virus software is the best, and which spyware blocker is going to save us from imminent invasion! But how much attention do we really pay to Backup? To many of us it’s just an afterthought, if that. It’s a process that can be easily automated but a huge percentage of computer users fail to backup their precious data regularly. Now is the time to take action.

Develop a data recovery plan

You’ll be mighty glad you have an up-to-date backup of all your important files in a safe place should the worst happen and a virus does break through your defences and plays havoc with your hard drive! Or worse yet, if some light-fingered individual makes off with your laptop.

What files do you need to backup?

Important files to back up include documents, photos, and of course your I-tunes collection! It’s worth taking a little time to do some basic housekeeping and identify those files it would kill you to lose. They may be deeply personal, irreplaceable and/or critical to your business or profession. But it doesn’t stop there. What about your contacts list? Your mailing list? Your invoices and online shopping receipts?

Paperless billing

Paperless billing is commonplace for utility providers, cell phone statements, and so on. It’s easy to let those bills languish in a folder in your email programme, or on your desktop. But if you lose those records and need new copies your provider may charge you for them.

How often should you backup your critical data?

You should aim to backup your critical data every day. Whatever operating system you are using, XP, Vista, Window 7, Mac, or Linux, it’s not that complicated to do. If your computer is less than five years old it should have some basic software to help you. In Vista and Windows 7 it’s the Backup and Restore Centre. Find it and use it.

It will at least give you the option to back everything up to a partitioned section on your hard disk, but a small external hard drive may be a better solution.

Are memory sticks the answer?

Your important, critical files may not actually amount to more than a few gigabytes. You could probably store them all on a decent memory stick. But memory sticks are really only to be used as a temporary storage solution. And heaven forefend you should lose the stick!

How much memory is needed for a backup?

Most memory is taken up by the system files, i.e. the programs and OS (Operating System) for your computer, and usually you’ll have the system files already on CD so you shouldn’t need to back these up seperately. That said, it is quite possible to completely back EVERYTHING up if you have the storage capacity, which might be a good idea if a day of reloading the OS and essential software fills you with dread!

Identify your critical files and group them together

Start by identifying your critical files and group them together, in their various subfolders of course, in one folder called ‘The Crucial Stuff’, or some such thing. That way it’s easy to simply drag that folder over to your external hard drive, or better still set things up to happen automatically.

You may have to disarm your firewall or antivirus software during this process – certainly the first time you create a disc image. And the first time can take a lo-o-ong time! After that it’s usually a breeze because your software only updates files that have been changed since the last time.

How often should a business backup it’s data?

If you’re running any kind of business you may need to go through this whole process several times a day. It’s easy and convenient to automate the process with the right software.

What about online backup?

A good online backup service may well be more time and cost-effective, and you can use it in addition to your physical storage to provide an extra layer of protection and flexibility. A few, like Mozy, will give you 2GB of free storage – ample for most home use.

Should you invest in Backup software?

Your proprietory data backup and restore software will do the job, so don’t think you have to invest in additional software. If your livelihood depends on your computers and data then you might like to consider commercial backup software options.

Data storage

Don’t just rely on one storage method. As we already mentioned memory sticks are great for temporary storage, transporting files and so on, but they are easily misplaced or damaged. You should also consider backing-up to another hard drive, zip drive, or server and possibly using an online storage service if your budget will allow. You should be able to get 250GB of external storage for less than $100.

Keeping data safe and secure

When backing up to memory sticks or cards, zip drives, CD, DVD or tape storage media, make sure they’re kept in a safe and secure place, preferably away from your computer. They may hold detailed information about you and your clients which could be damaging in the wrong hands.

Guard your data

Apart from guarding against the impact of hackers, viruses, malicious software, and accidental data removal, a realistic PC backup plan can help protect you if your PC is stolen, or damaged in a fire or flood. Without wishing to sound like your grandmother, plan for the worst and hope for the best!