Frequently Asked Questions - Broadcast 2nd July 2009: protecting data

The process of data backup involves storing data on a disk or drive separate from your primary computer. This can be on a floppy disk, a CD-ROM or DVD-ROM, a key drive (USB-stick), a Zip disk, a remote computer or an online service. The emphasis is on having two or more copies of your files, in this way if something happens to one then you will still have the other.Say, for example, that you are writing a report for your business. You can save this report both on your computer and onto a 3 and a half inch floppy disk. If anything happens to your computer, say you are infected by a virus which deletes all of your documents, once you computer is fixed you still have access to your report on your backup.  

Data backup is the saving of your files in a location remote from your computer. We perform data backup to protect against cases in which our files are lost or destroyed from our primary computers. If we have our files saved in reserve on a backup disk, then we can restore our files to our computer in the case of a crash or loss of data. This is important to anyone who uses a computer as there are some files that are simply irreplaceable, and if they are lost then they are lost forever.Backups are useful primarily for two purposes. The first is to restore a state following a disaster (called disaster recovery). The second is to restore small numbers of files after they have been accidentally deleted or corrupted. 

An uninterruptible power supply (UPS) is primarily used to provide a backup power source to the parts in the computer case, the monitor and any other device plugged in to the UPS. It is like a short term battery that prevents your computer from immediately switching off in case of a power cut. A UPS keeps your computer running for a short wile. So when a power cut occurs, you will still have time to save your data and to properly shut down your computer. In addition to acting as a backup when the power goes out, most UPS devices also act as power "conditioners" by ensuring that the electricity flowing to your computer and accessories is free from drops or surges. If a computer is not receiving a consistent flow of electricity, damage can and often does occur.;

The first thing is taking well care of your computer. Damage to the computer hardware can also cause damage to the data on the computer, like your computer programs and documents.

• Avoid Heat & Vibration
  All drive components, both electronic and mechanical, are sensitive to heat and vibration. Keep your computer in a dry, controlled environment that is clean and dust-free. And do not put heavy things on top of the computer. Set up your computer in an area with very little traffic to ensure that it does not get bumped. Heat and/or vibration are two of the leading causes of hard drive failure.
  

• UPS
  This is an uninterruptible power supply which protects your computer from power cuts, and peaks and drops in power.

• Anti-virus software
  Using Anti-virus software, like discussed in the radio show of 2 weeks ago, helps protecting your data. This software prevents your computer from getting infected by computer viruses. However, even this software gets out-dated so make sure you update this software at least a few times every year.
  

• Passwords
  When more people use 1 computer and/or the computer is connected to a (local) network you can protect your data with passwords. With passwords you can 'lock' the data in order to make sure that not just everyone can access and modify it. You can 'lock' documents, files or even a whole computer with a password. You can share the password with people that should be able to access and use the data. Make sure that you regularly change your password so that other people can't guess the pass word and access your data.
  

• Backups
  Making an electronic copy of the data on your computer so that it will not easily get lost in case something happens to the computer. For example, if you have a fire at home of in your office and you loose all the paper documents that you had stored there. In order to prevent these documents from getting lost, you can make a copy of it and store it in another place, outside your office or house. You can do the same with the information on your computer and hence prevent that information from getting lost. You can make electronic copies of your data and store it in another place than the computer you were using.

Due to damage to your computer, computer viruses, or flaws in software the information on your computer might get lost and in most cases can not easily be restored or found back. It is like protecting your house or office against theft of fire. You lock your home or office to prevent thieves from coming in and steal your possessions. And in order to prevent your (paper) documents from getting lost by damage of e.g. fire, you can make a copy of it ans store it somewhere. In case of fire you will still have that copy and you will not completely have lost your documents. You can do the same with the (important) information on your computer and hence prevent that information from getting lost or stolen. It is always harder to retrieve of restore the data than prevent it from getting damaged or stolen.