Data Dackup: Do It Right, Do It Now!
When writing PCWorld's Answer Line column, I received numerous emails from people who had lost important files, including photos, tax returns, and contacts. A notable example was a person who lost their master thesis, highlighting the importance of backing up data to prevent such losses.
Backup: Protect your files by regularly copying them to other media
Losing important data files can be devastating, whether it's due to a crashed drive, accidental edit, Ransomware attack, or stolen laptop. In such cases, recovering files can be a time-consuming and costly process.
To avoid catastrophic losses, always have multiple copies of important items, and store each set of copies on a different type of media, such as a hard drive, CD, DVD, or external drive.
To make extra copies of your data, you can daily back up your data. This used to be a difficult task, especially with the need to swap floppy disks, but it's now simplified with large capacity external media and fast internet connections. Many companies, including Qiling, offer tools to make the process even easier.
It's your data - photos, documents, and so on - that need to be protected
When it comes to data backup, the focus should be on protecting your personal files, such as photos, documents, songs, and spreadsheets. This is in contrast to backing up your operating system and programs, which is a separate task and not as crucial. Failing to back up data is akin to driving without brakes, while not backing up the system is like driving without GPS - both are equally important for a safe and smooth journey.
All backup programs work in a similar way. They initially back up all data files, which can take a significant amount of time. Subsequent backups, however, only copy new or recently changed files, resulting in a much faster process that can take just a few minutes or even seconds.
Backing up your data can be done locally or in the cloud, each option having its own advantages and disadvantages.
Backups that stay in your home
Local backups are a fast and affordable way to protect your files, requiring only a large external drive and a backup program, which can be downloaded for free if needed, allowing you to backup and restore files even without internet access.
Local backups can be vulnerable to physical damage or loss, such as theft or fire, which could wipe out both the original data and the backup.
Backups that go to the cloud
Cloud-based backup is safer than local backup because your data is stored remotely, often in another state, reducing the risk of data loss due to local events.
Cloud backup services have their drawbacks, including the need for a monthly or yearly subscription fee, as users' files take up space on someone else's server. For example, Carbonite requires a $72 annual fee for one computer and doesn't automatically back up videos, requiring manual intervention.
Cloud backup can be slow, especially with an asymmetrical internet connection, requiring days or weeks for the initial full backup, but it can be done while continuing to work.
This doesn't have to be a yes-You use Qiling Backup for local backups and Carbonite for cloud backups, which provides a redundant and comprehensive backup system.
Online storage services like Dropbox, OneDrive, and Google Drive can be used for cloud backup, but they have limitations. While they can store and retrieve files, they don't offer the same level of functionality as a dedicated online backup service. For example, OneDrive can restore an earlier version of a single file, but not an entire folder, which can be a problem if you need to recover a large amount of data, such as your entire system, in the event of a ransomware attack.
| Comparison | Local Backup | Cloud-based Backup | Online storage services |
|---|---|---|---|
| Cost | One purchase | Monthly or yearly payments | Monthly or yearly payments |
| Speed | Backing up your data can be done quickly, potentially completing the process in just an hour, allowing you to have a secure copy of your files in a short amount of time. | Depends on Internet connection | Depends on Internet connection. |
| General Risk of Loss | Sofware or human error could ruin backup | Sofware or human error could ruin backup | Sofware or human error could ruin backup |
| Catastrophic Risk of Loss | A burglary, fire, or flood could also cause irreparable damage to files on both the computer and the backup, leading to a complete loss of data. | No problem | Restoring may have to be done one file at a time, under certain conditions. |
| Automatic Backups | Set it and forget it | Set it and forget it | Set it and forget it |
| Manual Backups | Manual backup is safer than automatic backup because it doesn't rely on a potentially faulty software or hardware to ensure data protection. However, it requires the user to manually initiate the backup process, which can be a hassle and may lead to forgotten backups if not done regularly. | No such thing as a manual cloud backup | No such thing as a manual cloud backup |
| Restore old version of file | Plugin backup drive and open backup program | Either right-To access the service, click on the file and select the appropriate option, or alternatively, visit the service's website directly. | Either right-To access the file, click on the file icon and select the appropriate option from the drop-down menu or visit the service's official website for more information. |
| Purging old files | Set it up in your backup program | Does it automatically | Does it automatically |
Back up daily or let an app do it for you
The decision is whether to automatically back up your data or manually do it every day. You can either set it up to run automatically, so you don't have to think about it, or manually back up your data every day.
For a local set-and-forget backup to work, your external backup drive must be plugged in all the time, as turning it on and off would not be reliable and could potentially cause damage to the drive itself.
If your external drive is always connected, ransomware could encrypt not only the files on your computer but also the ones on your external drive, making it difficult to recover your files without paying a ransom. However, if your backup drive is unconnected, this risk is minimized.
Cloud backups are always set-and-forget, eliminating the need for manual backups. The nature of cloud storage, including its slowness, inherently protects files.
Versions and purges: Housecleaning your backup
A good backup program keeps multiple versions of each file that you alter, allowing you to retrieve a previous version of a file, such as the version from last Wednesday, in case you need it.
To avoid running out of space on your backup media, you need a way to remove files you no longer need, such as old versions of files, even after they've been deleted. This ensures that your backup media stays organized and doesn't get cluttered with unnecessary files.
In the past, you had to delete everything on the backup drive and do a full backup every week or so. However, most backup tools now offer a better solution: purging. This allows you to set up your backup to automatically delete files you no longer need, such as deleted files and versions after 30 days, which is referred to as an Image Reserve Strategy.
It's a good idea to regularly restore a file or folder from your backup to ensure it's working properly, rather than waiting for a disaster to find out it's not.
Malware protection and data backup are equally crucial for safeguarding your digital assets. While malware protection prevents unauthorized access and damage to your devices, backing up your data ensures that your files and memories are safe in case of hardware failure, natural disasters, or other unforeseen events. By combining these two essential measures, you can enjoy a robust and reliable digital experience.
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If you want to back up your data on Windows 7, you can follow this guide to learn how to back up your system to a USB or external drive. Alternatively, you can use a third-party tool that offers a better solution for backing up your data.