Guide to Backing up Your Computer Files

You know it's vital, so here's how to get it done

By Daniel Kehrer, Editor, Business.com & Work.com

Critical files include banking and other financial records, inventory lists, electronic catalogs, customer data, marketing materials, presentations and much more. But data can disappear for many reasons. Hardware can fail, be damaged or stolen. Files can be accidentally deleted or computer viruses can make them vanish.

In short, danger lurks and you must be prepared. Having backup files available in the event of trouble could be the difference between staying open or having to shut down. There are several ways to do it.

1. One simple method is to copy or "burn" your files to a CD.
2. Or keep a secondary computer or external hard drive around to serve as your backup center.
3. You can also use an online service that lets you back up your data over the Internet.
4. Depending on the amount and type of data you need to save, you can use any one method, or a combination.

The key is to make certain at least one set of files is kept in another secure location. A process that literally takes just minutes can help protect years' worth of labor locked up in your computers.

Action Steps
The best contacts and resources to help you get it done

Backup your business quickly and easily online

There are a variety of Web-based backup solutions to choose from.

I recommend: Check services at SystemSafe Online Backup, Iron Mountain's Connected Backup/PC, Intronis, Amerivault and bigVAULT Storage Technologies. Carbonite is an outstanding low-cost service that offers non-stop, automatic backup over the internet for $5 monthly. Compare other data backup suppliers at BuyerZone.

Get the hardware and do it yourself

Imation is a leading supplier of backup hardware or 'removable data storage media' and has one of the broadest product lines in the field.

I recommend: Imation devotes considerable attention to small business solutions, with helpful tips, advice and product information to help get you started. You'll find helpful advice on evaluating and testing backup systems and protecting data on your laptop. In addition, HP offers a variety of data backup and protection solutions for small business.

Install backup software on your systems

Software lets you schedule automatic backups for anytime you want, among other duties.

I recommend: Symantec, known for its anti-virus solutions for small business, also has standout solutions for data backup and recovery. Second Copy, from Centered Systems, is inexpensive software for Windows that automatically makes a backup of your data files to another directory, disk or computer across the network. It then monitors the source files and keeps the backup updated.

Helpful advice for making the most of this Guide

• •  Decide which files or data are critical to keeping your business operating.
• •  Select the method or methods you will use.
• •  Perform a full backup at least once a week. Backup any critical data daily to a removable device.
• •  Test your ability to restore your files at least quarterly. In other words, make sure the backup systems really work.
• •  Store your backups offsite – far enough away so a disaster won't strike both locations. You can also keep a full backup copy onsite.