Tech Spotlight: Preventing Data Loss

by William Hurd

Think about it: Losing all of your emails, Word Documents, pictures and music in an eye-blink. Everything that was important on your computer, gone in an instant. Nobody is safe from data loss. It happens to everyone. It can happen to you.

There are many reasons for data loss: hardware or system failure; human error; viruses; fire, flood or earthquake. No matter the reason, if you have ever experienced data loss, then you already understand the importance of backing up your data. If not, then count your lucky stars and read on.

1. The first step is determining what data should be backed up. For most people, this will be the “My Documents” folder. Windows will keep most of your personal data here except email (call the CIS Help Desk and Dispatch Center for help with locating this as it’s different for each mail client 603-862-4242). Note: Backing up programs will not work. If you lose your hard drive, you will just have to reinstall them.

2. Secondly, you need to have a place to put the data. Here are some popular options in order of most to least recommended, many of which can be purchased at the UNH Computer Store (603-862-1328, www.computerstore.unh.edu):

Mapped Drive or Server
Pros: Probably the best all around and safest solution. Data limits are drastically higher, and it’s hard to misplace or drop a server. This is usually done via a LAN (Local Area Network), and can be set up to be available every time you boot your computer. Talk to your system administrator, or contact CIS Help Desk for more information.

Cons: Hard to access if you do not have a network connection.

Capacity: Varies, depending on network.

External Hard Drive
Pros: Although it won’t fit on your key chain, the external Hard Drive is probably the best ‘no-worries’ solution for backing up all of your data.

Cons: Vulnerable to drops or accidental erasure.

Capacity: External drives range greatly in size, but a drive that is 40GB or larger should be sufficient to back up your “My Documents” folder.

USB Flash Drive
Pros: For small amounts of data (16MB – 1.0GB) this is probably the best solution. There are no moving parts (thus decreasing the likelihood of breakage), and are compatible with most machines, as they can fit into any USB port. It is so reliable, in fact, that you can keep it on your key chain with your car keys. Just make sure to eject it properly from your computer, as simply yanking it out could cause its data to become corrupted.

Cons: Vulnerable to drops or accidental erasure. USB Flash Drives are also physically very small, thus increasing the likelihood of accidental loss. There is also the issue of needing drivers for older machines (Win 9x).

Capacity: Vary in size, starting from 16Mb on up.

CD or DVD Burning
Pros: Most new computers are fitted with CD and DVD burners. Both CDs and DVDs are very inexpensive, and have a fairly large capacity.

Cons: These Discs can be easily scratched, rendering the disc useless, and most burned discs have a shelf life of about 5 or so years. As such, don’t depend on them for long term storage.

Capacity: CDs (640Mb-700Mb); DVDs (4.7GB – 9.0GB)

Zip Disks
Pros: Easy to store, easy to use.

Cons: Unfortunately, ZIP Disks are composed of the same materials as floppy disks, and thus are vulnerable to unintentional erasure and data corruption. There’s also the matter of finding a zip drive, as they are rapidly becoming obsolete.

Capacity: 100Mb – 700MB.

Floppy Disks
Pros: Most computers have a Floppy Disk Drive.

Cons: This is probably the least reliable storage media available today, and it doesn’t hold much data. Floppy disc drives also no longer come standard on many new computers. If you are using floppies, it is recommended you explore the aforementioned options.

Capacity: 1.44MB – 2.88MB.

3. How to Back It All Up –
Manual Backup – The simplest solution is to drag and drop your data from your computer to your chosen method of storage. Of course, doing this manually requires you remember everything you want to back up, when you last did it, and leaves open the possibility for human error every time. This is why we generally recommend some sort of automated software.
Software – There are many software packages available for backing up your data, including one built into Windows XP. Like the Windows XP version, they tend to have many options that can be quite vexing, so call the Help Desk (603-862-4242) for help in setting this up. But you can get started here: Click Start> All Programs>Accessories>System Tools>Backup.

-Published in April 2006