Windows Backup:
Options & Strategies
Preparing for Disaster - How to Back Up - What to Back Up
Dealing with a Major Crash - Before the Service Call - Backup Tools
Preparing for Disaster
You Need Regular Backups
If you only use your computer for games and/or the Internet and don't care about any of the personal information or data on your computer then backups may not be important to you.
Your Windows computer depends upon critical Windows operating system files as well as the information needed to make your programs run. You will also need the program installation disks, your Windows (operating system) disk, driver disks and the various keys and registration codes that are necessary to re-install everything.
Data is Irreplaceable
You must also consider your data—perhaps the most irreplaceable information you have. In the example above, this can include e-mail, address books (the e-mail addresses of friends), bookmarks (or Internet Explorer Favorites), game settings and scores, and the nice desktop photo you found while surfing the Net.
Computer Failure & Disasters
Computer Failures
A computer failure can be dealt with by having the backups sitting beside your computer or in the same building.
Computer Disasters
If you suffer a catastrophic disaster that involves more than simply losing files, such as a fire or a flood, the backups themselves could be destroyed. Alternatively, a thief or someone might take your backups along with any CDs and other media that is nearby, or accidentally destroy them while searching for items of value.
Schedule Regular Backups
Make a habit of regularly backing up the critical files on your system. The greatest danger is procrastination - something that only a regularly scheduled backup routine can avoid. A good rule of thumb is to backup when the pain of recreating something is greater than the pain of backing it up. Just remember that not everything can be recreated—easily or otherwise.
Traditional Method
The traditional method is to do a regular weekly backup, then to copy the changed files at the end of each day, keeping three generations of backups. If you don't work daily on your computer a monthly routine with weekly interim backups may suffice.
Keep Multiple Backups
Multiple generations of backups will greatly enhance your ability to recover all your files. If your backup is corrupt or if you have unknowingly been backing up a corrupt system the more generations of backups you retain the more likely you will have an uncorrupted backup to assist in recovering your system.
Critical Systems Need More Attention
The more critical your data, the more frequent and complete your backup routine needs to be to ensure complete recovery.
Keep Backups Off-site
The only safe solution is to keep copies of everything you need off-site. Store them at a friends house or at the office since the chances of both locations suffering a disaster on the same date is unlikely. Keeping your home computer backups at the office and the office backups at home is a common practice.
Secure Sensitive Data
If the data is sensitive, you may wish to place it in a safety deposit box or a fire-proof safe at the off-site location.
Local Backups for Computer Failures
Keep some backup copies of current files on-site in case of an immediate problem with your computer that doesn't involve a disaster, such as a file that is accidentally deleted.
How to Back Up
How you backup your Windows computer will depend upon how much data you have and what removable devices are available to you (see the listing on backup tools on this page).
Windows Backup
Windows has a built-in backup utility, Windows Backup: Start Programs (All Programs in Windows XP) Accessories System Tools Backup. Microsoft even includes some information about how to Use Backup to Protect Data for Windows XP.
Only Floppies or Tape Drives Supported
This program has a serious limitation that was not overcome in the Windows XP version: it can only backup to floppies or tape drives. Floppies are vastly inadequate for today's computers with huge 40 GB, 160 GB, or larger hard drives. Tape drives have the advantage of the capability of working without anyone around, but they are rarely installed in today's home computers.
CD & DVD Burners Not Supported
There is no provision for CD or DVD burners which have replaced both these media in recent years. You can use this program to backup to a file on an external USB hard drive that is stored off-site. If you use it to copy onto your hard drive for subsequent copy to a CD, you must watch your file size, keeping the resulting data file below 700 MB (CD) or 4.6 GB (DVD). Dual layer DVDs can hold more data, but require more expensive media.
Other Backup Programs
Other companies produce backup software that will work with the devices that are more likely to be on your computer and others make software that can be used to backup your computer.
Creating Images of Your Drive
These companies make software that creates images of your computer that can be burned onto a CD:
CD & DVD Backup
These companies make software that can backup your data to a CD or other media:
- Roxio Easy Media/CD Creator
- Nero CD/DVD Burning Suite
- CDS Back Again II is an excellent all-around series of backup products for Windows 9x/Me (Personal) and Windows 2000/XP (Workstation). I've personally used CDS products for backup of my IBM OS/2 systems.
The software that was bundled with your CD or DVD recorder should have software that will do the job if it was purchased within the last couple of years.
What to Back Up
Data is Irreplaceable
Data files are irreplaceable and should be your first priority. If you delete them by accident or lose them with a computer crash they are permanently lost—unless you have backups. All hard drives (and other storage media) are subject to both mechanical and human failure. Keep a current backup of anything you cannot easily replace.
Paper copies may be sufficient backup for some things, but retyping all those documents, or scanning them with Optical Character Recognition (OCR) software, could take forever. Also, a disaster would likely destroy these documents as well.
Windows Registry Complicates Reinstallation of Programs
Microsoft made a significant change in the way it tracks program information on Windows systems starting with Windows 95. The creation of the Registry made it much more difficult, if not impossible, to transfer your backed-up programs into a newly reinstalled Windows system. This convoluted, multi-forked binary file is difficult to edit and is subject to corruption as it grows larger through the installation of new devices and software.
It is a good idea to maintain a backup of the Windows Registry when it is working in case it is corrupted. Windows checks this file each time it starts, but if that utility is unable to repair detected damage, you may be unable to recover your Windows installation without a backup of the registry file.
System Restore
Microsoft added an extremely useful utility called System Restore to Windows Me and XP.
Helps Recovery From Update Failures
System restore may enable you to recover from computer failures that otherwise may require more drastic recovery methods. It keeps track of significant files and settings in Windows, so that you can recover from a software install or a driver installation that corrupts your Windows so that it no longer runs properly.
Using System Restore
If you are using Windows XP, click on Start then Help and Support. Select undo changes to your computer with System Restore under Pick a task. You have the option to Restore my computer to an earlier time or Create a restore point.
If you select Restore my computer to an earlier time you will be presented with a current calendar. System Check restore points are created automatically by Windows XP each day and when making changes to your computer such as installing a new driver or a new program. You can create additional restore points if you like.
Items to Consider for Backup
These are just some of the items that you might wish to consider adding to your backups. Not all these items will apply to everyone, nor does it include all the possibilities. If it is important to you, back it up.
- The entire My Documents folder:
- In Windows 9x this is located at C:\My Documents.
- In Windows XP this is located at C:\Documents and Settings within a folder with your user account name. - Any data created by your programs. Most current Windows programs store data in My Documents unless you have changed the defaults, but you should check for data stored elsewhere.
- Any purchased shareware program and their updates and registration codes.
- Tax programs and their downloaded updates files (since you cannot reload these programs if your computer is wiped without getting permission from the tax software vendor) are often forgotten because you only deal with them once per year.
You might wish to create a Backup folder in your My Documents that can be backed up with the My Documents folder (above):
- Internet Explorer Favorites (File Import and Export — Export Favorites).
- Internet Explorer Cookies (same procedure as for Favorites) — useful if you maintain cookies that let you into sites for banking, etc. that you don't remember the passwords to.
- Outlook Express Address Book (File Export Text File — Comma Separated Values). Use the Browse button to navigate to the Backup folder in My Documents and save it as the current date followed by .csv (e.g. 04Mar27.csv).
- Mozilla Firefox and Netscape bookmarks, cookies, address book can be backed up with an excellent freeware program, MozBackup.
These items are hidden and require more than a casual knowledge of Windows. Some folders are hidden by default and will not display unless you know how to change those settings:
- The Fonts folder (C:\WINDOWS\Fonts), especially if you didn't use the default settings when installing word processing and other programs that install fonts.
- Outlook Express mail - located in a folder named with only numbers, letters and dashes within {braces} (such as {7DF2B2DE-167B-47A4-9572-785CBA368F3C})
- In Windows 9x this is in C:\WINDOWS\Application Data\Identities\.
- In Windows XP this is in C:\Documents and Settings\user\Application Data\Identities where user is the specific system User name. - Netscape 6x or 7x bookmarks, cookies, address book (C:\Documents and Settings\user\Application Data\Mozilla\Profiles). Use MozBackup instead.
- Netscape 4x bookmarks, cookies, address book (C:\Program Files\Netscape\Users).
Dealing with a Major Crash
Clean Install
Sometimes there is no way to avoid deleting all the files on a drive and reinstalling a "clean" operating system to get your computer up and running again. (One example is dealing with a corrupted Windows Registry.) The more complete your backups are at this point the more likely you will recover all necessary files and programs.
A complete system backup will save you some grief at this point. You may be able to restore your system to a working condition from your backup, particularly if you have backed up your entire system using the various backup programs discussed earlier on this page.
Programs Must be Reinstalled
Most Windows programs must be reinstalled from their installation disks if you do a clean install of Windows. You will usually lose all your settings unless the program maintains some sort of a significant INI file that controls them (and you back that up). If you downloaded and registered the software you might not be able to reinstall if you don't store a copy of the software on a removable disk (such as the Iomega Zip drive or floppy).
If you can't find your original software installation CDs (and the license code) you may have to purchase it again.
Software Activation Adds a Wrinkle
Some programs (like QuickTax) either require activation with the software company so reinstallation on your own computer may not be possible without contacting the company. In some cases this requirement extends to downloading or installing updates available on their Website.
Keep a record of your registration numbers to enable you to reinstall and register shareware if necessary. This is true for software that is configured remotely after installation such as some Internet software.
Before the Service Call
Be Sure You Have Current Backups
It is best to have a complete backup of your system (but especially of data files) prior to servicing of your computer. The first course of action for some service and repair shops is to do a fresh install of Windows to verify that a problem is not simply a poor Windows installation. This may be true even if it is your hardware that is acting up.
No Guarantees of File Recovery
Any technical support you hire cannot guarantee that your files will be recoverable. Since you cannot predict failure, you are advised to keep your backups current at all times.
Expert File Recovery Expensive
There are companies that specialize in post-failure data recovery work such as:
but you may find they are either unable to recover your data or that it is too costly. It is better to be safe than sorry.
Backup Tools
You might wish to invest in a CD burner (recorder), tape drive or other removable media device for your backups. While you can still backup using a floppy, the size and number of files on computers today just make this option unworkable for most people.
CD Burner - DVD Burner - Tape Drives - Iomega Zip Drives
USB External Hard Drives - Network Backups - RAID
CD Burner (CDRW)
- Drives are now very affordable and the media is the most inexpensive per MB of the options listed here (usually under $1 for 650 or 700 MB of storage when purchased in bulk).
- A re-writable disk can cost more, but can then be re-used.
- Data is easily transported since most recent computers have a CD-ROM that can read burned CDs. (Older CD-ROMs may lack this capability). Multi-session burns can only be read on readers with multi-session capability.
- "Burn Proof" technology has made CD burners more reliable and user-friendly.
- The three numbers on the drive specifications refer to the write speed/rewrite speed/read speed. Rewrite speed applies to rewritable media only.
- Media speed usually lags behind recorder capabilities, particularly for CDRW disks.
DVD Burner (DVD +R/-R)
- DVD drives are now dropping in price and the media is very reasonable (often under $2 for 4500 MB of storage when purchased in bulk). Dual layer drives are increasing this limit, but require specialized media that can only be read on such drives.
- Re-writable DVD disks can be re-used, but burn slower than one-time disks.
- The three numbers on the drive specifications refer to the write speed/rewrite speed/read speed. Rewrite speed applies to rewritable media only.
- Media speed usually lags behind recorder capabilities, particularly for rewritable disks.
Disadvantages
There are a number of disadvantages of using DVDs as a backup device.
- Data is not as easily transported as on CDs since many computers only have CD-ROM or CDRW devices. (Older CD-ROMs may lack this capability). As with CD burners, multi-session burns can only be read on readers with multi-session capability. However, the number of computers with the ability to read these disks is increasing rapidly.
- There are multiple formats on the market (sort of like Beta and VHS video recorders), mostly identified as +r and -r. Many more recent units can record both, but with most you have to choose (which limits compatibility).
- You cannot legally copy DVD movies with these devices.
- Burning DVD disks takes much longer than burning CDs. This is acceptable when you are able to burn large amounts of data, but a nuisance when you are saving only a small amount of data. Combination units with both DVD and CD burning capability solve this issue.
Tape Drives
- This format makes unattended backups during the night a lot easier.
- Tape capacity on more recent devices is very large, especially if you turn on the data compression feature.
- You may need to purchase separate backup software to operate these devices, although Windows Backup works with many tape devices.
USB External Hard Drives/Devices
- Although this option is somewhat expensive, prices are dropping and drive sizes are now sufficiently large to reduce the cost per MB.
- USB 2.0 is up to 40 times faster than USB 1.1 and USB 3.0 will be even faster.
- A single drive can be shared by several computers if you partition the drive or create unique folders for each system.
- Storing these devices off-site for disaster recovery can be awkward and inconvenient.
Other External Devices
- USB Thumb drives (up to 16MB) can be used to back up or transport personal data.
- USB devices that you can insert a standard hard drive into are also available.
- Parallel Port versions are available, but they are much slower (and now virtually obsolete).
With the larger devices, it is easy to copy whole drives or simply the files you need. It is best to stick to copying data unless you're familiar with how Windows stores information and are comfortable using the command line.
Network Backups
- Many people have more than one computer in their home or office.
- Networks are relatively inexpensive and easy to set up.
- Unless the backup is moved off-site this offers no protection against fire or theft.
- Internet storage is an option. Be sure to keep your passwords off-site to ensure you can get at the data in case of fire or other disaster that affects the location of your computer.
RAID
You might also consider RAID. This data-storage system offers protection against the failure of a single hard drive by simultaneously writing data to at least two hard drives on a RAID-equipped system.
RAID is not a backup system. Backups are still necessary in case of fire, flood, theft, etc., but the risk of loss of data during regular use is reduced.
Iomega Zip Drives
- 100 MB disks (which hold the equivalent of some 65 floppy disks) cost less than $20 each.
- 250 MB disks require the Zip 250 drive to use but can hold most people's entire "My Documents" folder on one disk.
- Internal IDE and portable Parallel Port, SCSI and USB connected versions are available.
- Other similar removable devices are available from other manufacturers like ORB and SuperDisk.
These drives are becoming obsolete. They hold far to little data when compared to the size of current hard drives and the media is much more expensive per MB.
www.russharvey.bc.ca/resources/backups.html
Updated: July 23, 2010
