16. Storage and Access

Do you remember when all your "data" fitted on on floppy disc? But now, what is your average file size? My Word documents are usually still under 1 Meg. But the PowerPoints are more like 20 Meg. So the storage and transfer issues are very different. I still have a 64 Meg USB memory stick (RIP), which a few years ago would have been sufficient. But life has moved on. So too has the need to back up.

Five good reasons to have a second set of files off the main computer
a) The computer could be stolen
b) The computer may crash and become inaccessible for a few days
c) The hard drive may die for inexplicable (technical) reasons and become inaccessible forever.
d) The computer may suffer a sad end, such as fire, water, earthquake (or knocked off a desk) etc.
e) You go somewhere that does not have access to the computer.

When it comes to "back-ups" we need to ask why do we need them. We can classify them into two main types:
1) We know where the data is/was, but unexpectedly no longer have access to it (See scenarios a, b, c, and d.)
2) We go somewhere knowing we will not have access to the computer (See scenario e, which could be because we do not want to drag a computer around, such as on a trip abroad.)

We therefore need to consider the options for back-up storage. The principle are:
1) Store on a large hard drive (e.g. a 320 gig back-up drive.) BUT you have to remember the dangers of fire and theft. So store the back-up in an appropriate place.
2) Use a USB memory stick. Until recently these have not been an option for full backups. But my USB is 32 Gig, which offers reasonable backup (I do not have videos on my computer.) It stays with may keys and is unlikely to be lost at the same time as my computer.
3) Online storage. This is an increasily easy option, with different level available in terms of security, access, volume and manner to backing up. (I.e. you can ask it to back-up automatically for you. But you need online access to use.

Most importantly, you have to remember to back-up. I looked for some statistics to see how often people in general back-up. In a “straw polls” I found, “Once in a blue moon” was the most common (around 30%), alongside Never (also 30%). Only 10% did it daily (probably corporately).

When it comes to recommendations, it can never be too often. One example of a policy/guideline is from the University of Oxford. They carry out weekly system back-ups, and recommend students to back-up important work (e.g. theses) on a daily basis. Knowing two PhDs whose computers crashed one week before submission, I would agree!

Finally, I am grateful for the anonymous comment yesterday that suggested the following useful source of independent reviews of online back-up systems. I am sure I shall use it in the future.

www.BackupReview.info