There are some good reasons as to why you should back up data.
– It ensures that your files remain intact whenever there are power blackouts
– Protects data from harmful viruses
– In case your computer hardware fails, your data will not be lost
If you want any back up to have success, you should have data backup away from the source. For instance, you can use the internet, save the files on DVD or use external drives. These should then be kept away in a fire resistant place or at a different location. If you are dealing with medical files, they need to be properly backed up to prevent them from being lost or compromised. You need to have a HIPPA backup and recovery plan in the event of such problems.
Here are some guidelines on file backup and security.
- You can use CDs or memory sticks to store copies of all the documents you make. These are cheaply available back up tools. As a reminder, you must back them up again every time you update the files.
- The other way is that of sending files to one or several email accounts. This way, you can be able to access the files from any location and at your own convenience. Just like memory sticks or compact discs, you need to back it all up whenever you make new updates to your files.
- An extra hard drive can be another alternative. Every day, make sure you copy all your files to the other drive. This allows you to copy many files since the hard drive could be of similar or higher storage capacity.
- One of the best ways to back up voluminous files is by the use of remote systems. With such a system, you only need to log in to the internet and access your files. This means you can do it from any location. Besides, it is in harmony with your computers.
More considerations on file back up
- Each of these methods has got its pros and cons. The most important thing is for you to have a copy of your files somewhere else. The simplicity or complexity of the method used depends on the size of your files and cost implications.
- Every time you back up data, ensure that you have named the files accordingly. Indicate the date when that particular file was uploaded for instance on the surface of the CD. Files copied into a flash disk will automatically arrange themselves in accordance to date and time.
- There should be a data backup policy in place. For example, you can decide to have the exercise done on a daily, weekly or monthly basis. This should be known to all. It is also important that everyone learns how to back up his or her own files. The back up team will then have an easy task copying them to a safe storage space.