Is Back Up One Of Your Home Office Procedures?

Managing a small business can be stressful enough without the additional worry of losing your PC files. Knowing the right way to back up your files when you are already short of time doesn't mean that you need to become an IT expert. This review tells you in easy-to-follow language how to use different data back up and storage methods according to the situation:

Back up

Back up is the copying of computer documents onto portable media so that if your PC or laptop crashes, files won’t be lost forever. Back up is commonly procedural in large corporations but often neglected by individuals and in small offices. Some suggest backing-up computer documents and copying your hard drive weekly. It takes around forty-five minutes to back-up a 500-Mb hard disk. There are a couple of options - Local or Internet back up.

Local back up options:

Here is a list of local back up choices. The majority of these also serve as tools used to transfer data between computers:

1. CD's - There are ranging types of CD that include a range of capabilities. Just to confuse us they are recognized by very similar acronyms; CD-R, CD-RW, CD+RW, and DDCD.

CD-R (Compact Disc - Recordable) is a CD that can be recorded to only once. It usually has capacity for up to 700 megabytes of data. Perfect for... Storing image files or other permanent files. Not so ideal for ... Transferring electronic data, as they can only be used once.

CD-RW/CD+RW - A CD-RW (Compact Disc Rewritable) and CD+RW can be saved onto as many times as required. Files can be overwritten and deleted. In all other respects, the CD-RW is the same as the CD-R. If it wasn't for their finite durability, CD-RW’s and CD+RW’s could be re-used endlessly. Ideal for... Changing files and holding temporary data. Not so great for... Holding important files - in case they are accidentally deleted.

Double Density CD (DDCD) - This disk has a much greater storage capacity than an average CD-R or CD-RW. Ideal for... Backing up and storing historical data.

2. DVD's - Although DVD's are usually more associated with films, they can also hold music and computer files; hence their name Digital Versatile Disc.

DVD-ROM/DVD-R is similar to a movie DVD, but designed for PCs or laptops. The DVD-ROM stores files in the same manner as the CD-ROM. The advantages... Greater storage capability – has capacity for more files and has a faster speed than a CD. The disadvantages... DVD-ROM's can only be saved to once.

DVD-RW and DVD+RW - Not unlike the CD-RW, a DVD-RW or DVD+RW (Digital Versatile Disc – Rewritable) can be recorded on, rewritten and erased multiple times. Other than this they are identical to the DVD-R. The DVD minus and plus are just different versions with the same functionality.

3. USB stick - A small portable memory stick that can hold up to 2 gigabytes or more data. It is surprisingly lightweight and can be used with any PC or laptop with a USB port. The upside... More hard-wearing and portable than CD's or DVD's but still ideal for back-up. USB drives are also fast and rewritable. The downside ... More expensive than other backup options and the ease of use and compatibility of the Memory stick increases the chance of spreading viruses or simply misplacing it.

4. Diskettes - A diskette is a 3.5" removable magnetic disc. Ideal for people who use their computer or laptop for personal finance and projects that have to be continuously saved such as a TV script, but not so appropriate for large quantities of data as diskettes don’t include a great storage capacity. Although universal at one time, they now seem to be on their way out.

5. Zip Drives - A Zip drive is a small, square shaped magnetic disc that is ideal for backing up your computer or laptop. The 100-Mb size will hold the equivalent of seventy diskettes. They also come in a 250-megabyte capacity. However, the majority of PCs or laptops don't have an internal Zip Disc and it is unlikely they will be around for much longer.

Internet back up:

Another back up option is sending your electronic data to an Internet site for archiving. If your PC crashes you can simply access them from the site. Examples of such sites are Backup Defender and My Backup but there are many others.

These sites will often charge a monthly or other fee for their services but can take the hassle and security threats out of your data storage process.