November 2006

Backup: Your Best Defense Against Computer Woes

Most people are shocked and surprised (and annoyed or even angry) when technology fails. This is despite the fact that we experience breakdowns in appliances and equipment from time to time. From computers to washing machines, the expectation is that it will break down at some point and we need to be prepared.

The same is true for the electronic life we have come to count on. And, the more we use technology and rely on it, the more likely it is that it is going to let us down at some point. So, while we assume you are already diligent about backing up data files, there are other elements in your technology landscape that should be backed up as well.

Internet Access

We’ve gone through all of the steps from the early modems (14.4 kilobits per second) through DSL, and now Cable Broadband, from dial-up through always-available Internet access. In the early days, we didn’t expect to immediately connect to the Internet, and were thrilled when we heard the handshake instead of a busy signal. Now, we can’t imagine not being able to connect the moment we turn on our computers in the morning.

However, even the newest technology can have problems. Once, we were without high-speed Internet access for three days -- thanks to our local cable company – leaving us stranded in the fast lane of the information superhighway. While we couldn’t do anything to make the cable company speed up the repair, we did, fortunately, have a dial-up account to fall back on. Though things were slower, we at least had workable Internet access until our normal service was restored.

As one example of a backup Internet solution, NetZero offers an account for $9.95 per year that provides 10 hours monthly dial-up access. That is pretty cheap insurance to make sure you can at least check your email via a browser, upload critical files, and keep in contact with clients.

Email

While email is mostly reliable, occasionally there can be problems anywhere between your computer and the computer of your email recipient. Bounces can happen for a variety of reasons including a full mailbox, attachments that are too large, or even a temporary glitch in a server on the way to your mailbox. Thus, a backup email account can help safeguard against the loss of important communication.

There are lots of free email accounts available at services like Hotmail, Yahoo, Excite, etc. Additionally, your internet service provider (ISP) probably provides several email boxes for your account. Set up an account for your business email at any of those services, and let your clients know of your backup email address in case they ever get a bounce when sending to your primary email account.

Documents

While computers and hard drives are more and more reliable, breakdowns can still happen. So can power outages, which is why it pays to have an inexpensive uninterruptible power supply (UPS) that will provide several minutes of backup power, giving you sufficient time to save your work and properly shut down your computer.

Backing up to CDs or DVDs can be tedious, and you have to make time to do it, and then store the disks somewhere safe. There are now numerous services that will back up your critical data to online servers and you can set the frequency and files you want backed up. It is done without your having to remember, and stored safely off-site.

Be Prepared

As tech writers are wont to say, "There are only two kinds of computer users: those who have lost critical data and those who will lose critical data." Take steps now to minimize your losses.