We often don't think of it until it's too late; backing up data is not an automatic reflex for users. According to a study conducted by the company Iomega, almost half of those surveyed have lost important data as a result of an incorrect operation, breakdown or virus because they hadn't backed up their data. The risks are even higher for small companies and mobile employees. Most users realize the importance of backing up files when such catastrophes occur but don't know how to go about it. Here are some guidelines on this essential step for protecting your data.

What does backing up data involve?
The expression "don't put all your eggs in one basket" summarizes the main idea behind backing up files. Backing up your data is saving all or part of your data located on one storage medium (hard drive, CD, diskette, etc.) to a second medium to create an emergency copy in case something happens. You can also create copies or mirrors of files without an external data storage device, i.e. in another partition of your hard drive. But this option is risky because it is ineffective in the event of major hard drive problems.

Why backup?
Computer files are fragile. One false move, a software bug or an improper shutdown is enough to damage them and make them illegible. Files are also susceptible to viruses, worms and Trojan horses. These malicious codes can cause irreparable damage. Some like the Gigger virus and W32/Vote-B worm try to reformat your hard drive.

Protecting your system from external attacks is not enough avoid these risks. According to a study conducted by Clusif (French IT security association), 39% of cases of data loss are associated with human error. Accidentally deleting a file, exiting software without saving changes, losing a diskette or forgetting a password can easily cause you to lose an important file.

The risks are greater if you use your PC for work. But you don't need to have contracts, bills or confidential documents on your computer to worry about your files. Who wouldn't regret losing their children's homework assignments, e-mails, vacation photos or even MP3 files they downloaded from the Internet?

When and how should I backup my data?
If you work on a few files a day, backing them up daily may be a good solution for you. You don't have to backup all your files every night. Instead, you can "incrementally" backup your files (only the changes). Another option is to copy only the most important elements, like your mailbox, address book, documents for work, system settings, custom templates or specific dictionaries for Microsoft Office applications.

You can use different types of storage media for backups. Diskettes, which are attractive because they are inexpensive and easy to use, are unfortunately not the best option. Their capacity is limited to 1.44MB and their data transfer rate is relatively low. Today, other options are available on the market, such as Zip disks (100 to 750MB capacity), removable hard drives, CD-ROMs and DVD-ROMs, Jaz disks and key-size USB peripherals, which can hold up from 64 to 128MB.

With the exception of CDs and diskettes, which can be read by most computers, these solutions require specific equipment. There is also backup software that automatically creates an image on your hard drive and allows you to easily retrieve erased files. They make backing up data automatic and leave no room for negligence.