First let me say this is NOT a “How To” on backing up your data. There are as many ways to “Backup” data as there is ways to build and engine for one of our trucks. Each individual has unique needs and requirement to protect their data and as such has a different solution. This includes Single Drive, RAID (Redundant Array of Inexpensive Disks) Drives, Tape Drive, Thumb Drive, SSD (Solid State Drive), CD/DVD Drive, and others forms of data storage. There are also combinations that are designed to meet the individual needs.
This IS however, a “Best Solution” on “How to Store Your Data” so it can be backed up VERY EASY. There is some “Setup”/”Configuration” required of EVERY program you use and collect data from.
Examples of these programs would be Word Processing, Spread Sheet, Database, Tax, Sales, Customer Contacts, Internet Favorites, and E-Mail.
Examples of data that is not important to back up would be Internet Cache Files, Temp Files, and Software. Yes I said Software. The program is NOT important, it can be Re-Installed at anytime from the CD/DVD that it came on (The Data created with the program is what is important).
I will put one exception to this and that would be ONE (1) initial “Complete System” Baseline Backup. This is performed after the initial software setup. At this time you should backup ;the entire system so that the system could be restored to the “Baseline” after a system crash.
Now on to the Data Storage Design:
1. Do NOT make your files Private!!!! This is an option that Windows will ask you when you setup the users on your computer. If you choose this option windows will encrypt/protect your data so that only someone that logs in with your user name and password can get to them. This can be a good security measure but it will also bite you in the rear when you need to have someone go in to recover the data. The “Permissions” and “Security” will prevent them from getting to the data and extracting it to Recover the information. If this setting has been set, TAKE IT OFF.
2. Create a Directory/Folder on your hard drive named DATA. This will be the “Home Base” for all of the data that you create and save on your computer. (Example: C:\Data)
3. Create a “Sub Directory/Folder for each of the Software Programs that you use. (Examples: C\Data\Taxes C:\Data\Sales C:\Data\E-Mail). For those individuals that use programs such as Microsoft Office or Other Packaged Programs should make a Directory/Folder under the Data Directory and the make Sub Directories for each individual program contained in the package. (Examples: C:\Data\MS Office\Word C:\Data\MS Office\Excel C:\Data\MS Office\Access C:\Data\MS Office\Email)
4. After you have created all of your directories/folders (don’t worry if you forget one you can always go back and create more) then start each program One at a Time. Then go into the Setup/Options portion of each respective program and set the directory of where it is to open and save your data to the directory you created in steps 2 and 3 above.
5. Other programs that you may wish to “Configure” may include your Music Files. This can be done in the same manner as your other data described above. Sort them my Artists or Groups or Type of Music Jazz, Rock, Blues, Classic, Elevator, or Disco (God Forbid)
6. These steps are a little time consuming and may require you to use the programs “Help” functions to locate where the “Default” data location is located and how to change it to the desired location.
7. Start out with the most often used programs you have and then increase the number of directories as needed. You may choose to separate your documents even more by making additional Directories/Folders for different subjects in each program. (Examples: C:\Data\MS Office\Word\Friends\Johnny C:\Data\MS Office\Word\Business Letters)
8. This will keep all of your data segregated into its own directory which will allow you to find it 10 times quicker when you need to open it. Instead of looking through 10,000 files in your “MY Documents” Directory/Folder
Now all you need to do is Backup the C:\Data directory/folder and all of your REALLY important information is safe.
The answer to “How do I know when to Backup my Data?” or “How often should I Backup my data?” is simple. Simply ask yourself a question. “Can I afford to lose everything since my last backup?” If the answer is YES then you don’t need to do a Backup. If the answer is NO then do it NOW.
If any of you have any question on how to set something like this up please ask or shoot me a PM.
Da1Chief (Sandy to my Friends)
This IS however, a “Best Solution” on “How to Store Your Data” so it can be backed up VERY EASY. There is some “Setup”/”Configuration” required of EVERY program you use and collect data from.
Examples of these programs would be Word Processing, Spread Sheet, Database, Tax, Sales, Customer Contacts, Internet Favorites, and E-Mail.
Examples of data that is not important to back up would be Internet Cache Files, Temp Files, and Software. Yes I said Software. The program is NOT important, it can be Re-Installed at anytime from the CD/DVD that it came on (The Data created with the program is what is important).
I will put one exception to this and that would be ONE (1) initial “Complete System” Baseline Backup. This is performed after the initial software setup. At this time you should backup ;the entire system so that the system could be restored to the “Baseline” after a system crash.
Now on to the Data Storage Design:
1. Do NOT make your files Private!!!! This is an option that Windows will ask you when you setup the users on your computer. If you choose this option windows will encrypt/protect your data so that only someone that logs in with your user name and password can get to them. This can be a good security measure but it will also bite you in the rear when you need to have someone go in to recover the data. The “Permissions” and “Security” will prevent them from getting to the data and extracting it to Recover the information. If this setting has been set, TAKE IT OFF.
2. Create a Directory/Folder on your hard drive named DATA. This will be the “Home Base” for all of the data that you create and save on your computer. (Example: C:\Data)
3. Create a “Sub Directory/Folder for each of the Software Programs that you use. (Examples: C\Data\Taxes C:\Data\Sales C:\Data\E-Mail). For those individuals that use programs such as Microsoft Office or Other Packaged Programs should make a Directory/Folder under the Data Directory and the make Sub Directories for each individual program contained in the package. (Examples: C:\Data\MS Office\Word C:\Data\MS Office\Excel C:\Data\MS Office\Access C:\Data\MS Office\Email)
4. After you have created all of your directories/folders (don’t worry if you forget one you can always go back and create more) then start each program One at a Time. Then go into the Setup/Options portion of each respective program and set the directory of where it is to open and save your data to the directory you created in steps 2 and 3 above.
5. Other programs that you may wish to “Configure” may include your Music Files. This can be done in the same manner as your other data described above. Sort them my Artists or Groups or Type of Music Jazz, Rock, Blues, Classic, Elevator, or Disco (God Forbid)
6. These steps are a little time consuming and may require you to use the programs “Help” functions to locate where the “Default” data location is located and how to change it to the desired location.
7. Start out with the most often used programs you have and then increase the number of directories as needed. You may choose to separate your documents even more by making additional Directories/Folders for different subjects in each program. (Examples: C:\Data\MS Office\Word\Friends\Johnny C:\Data\MS Office\Word\Business Letters)
8. This will keep all of your data segregated into its own directory which will allow you to find it 10 times quicker when you need to open it. Instead of looking through 10,000 files in your “MY Documents” Directory/Folder
Now all you need to do is Backup the C:\Data directory/folder and all of your REALLY important information is safe.
The answer to “How do I know when to Backup my Data?” or “How often should I Backup my data?” is simple. Simply ask yourself a question. “Can I afford to lose everything since my last backup?” If the answer is YES then you don’t need to do a Backup. If the answer is NO then do it NOW.
If any of you have any question on how to set something like this up please ask or shoot me a PM.
Da1Chief (Sandy to my Friends)
