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Backup of Computer Information Systems

Backups to your personal computer data and business computer data are of the utmost importance in today's society. Almost everything we have as data can be lost at anytime. It's crucial to understand the different backup types. Six main types of backups exist: Full, differential, incremental, selective, continuous data protection or CDP, and a reciprocal backup.

Full Hard drive backups

A full backup includes all files in the computer system. This backup takes the longest because it includes all the files on the computer system. Many companies only choose to do full backups at specified times such as monthly or weekly. Companies may also consider backing up computers when fewer people are on the system as the backup can tax a computer system's performance. Full backups usually require large amounts of storage space.

Differential vs Incremental Backups Uncovered

A differential backup has all the files since the full backup. While the storage space for a differential backup can be much lower than a full backup, this type of backup still requires storage space. Restoring data in a differential backup can be slower than a lesser backup such as an incremental backup.

An incremental backup stores data in increments or smaller groups. It usually includes data added at a certain time. For example, a full backup is done every first Monday of the month. Every weekday incremental backups are done for data added on the previous day. It seems to overlap with a differential backup. It doesn't take as much storage space to do an incremental backup as a full or differential backup.

A selective backup backs up certain select files such as operating system files or high priority files with sensitive data. It makes more sense to do this type of backup when backing up data that constantly changes like a customer database. A selective backup doesn't necessarily take as much space but can leave other important information unprotected if a full backup has not been done recently.

What is Continuous Data Protection?

Continuous Data Protection or CDP involves a computer system automatically making a backup every time specified information is changed on the computer system. It creates a restore point which  the user or administrator backs up when needed. It usually involves some form of backup on another computer system such as a server system.

A reciprocal backup relationship involves using a third party to get backup copies in case of lost data. Examples of this type of relationship include online storage of data such as photographs and files. While much of this type of backup involves storing personal data, businesses have started using reciprocal backup to protect their data.

To implement these backup methods, most companies have in place a backup plan. Backup plans are the policies governing how, when and what data needs protection. Some of these policies include policies that govern how the backup policies affect the company. It would be wise that a company involves all the parties that would be involved in the backups including the IT departments and administrators of the computer information systems. Companies should give copies of the backup policies to any personnel involved in restoring the data.

Computer Backup: Location, Location, Location

When considering backups, location is important. Backups that occur only at one place are less secure. It's because a disaster such as a fire is likely to destroy the backup as well as the main data source. An alternative site can improve the odds that your information is safe.

Hot and Cold Computer Backup

A cold site is a site where both the backup and main copy of the data is stored. This is less safe than a hot site. A hot site is another site separate from where the main data is located.

Harddrive Failover

A fail over is another computer that replaces the main computer when it fails for any reasons. It's like a backup of the computer system. Think of it as the backup quarterback of a football team. He's ready to step in if the quarterback should fail at his duties.

Computer Hard drive Backup Planning

Businesses should put considerable thought into a backup policy. Companies should document backup policies carefully and occasionally revise to compensate for any changes in the business. Policies should include types of backup methods, time lines of backups (i.e., when backups should occur) and possible recovery plans.

Computer Backup: What Data Should be Backed Up?

The first things that companies should back up are operating systems, crucial data to the company and personnel data. Companies should have lists of software including system software that are on the computers at their places of business. These lists help prioritize the data companies should back up.
Computer Backup: Are You Ready for a Disaster?

Many companies implement a disaster recovery plan into their business policies. This is an important step in protecting the data on their computer information systems. Disaster can be environmental such as storms, floods, fires or they can be a disaster such as information theft or virus attacks.

Disaster recovery is a plan to back up data, equipment and other important components of a computer information system and also physical properties such as buildings and company vehicles. In this report, though, we are discussing the computer information part of the disaster recovery plan.

Computer Backup: Components of a Disaster Recovery Plan

The main components of a disaster recovery plan include the hierarchy of personnel to call in case of emergencies, a complete inventory list of equipment, and a time line for recovery. This timeline should include possible short term solutions if the business can't continue it's production immediately. Companies should also continuously test the plan and complete a written documentation of the disaster recovery plan.

It's important to have the names and contact information of people who might be involved when disaster strikes. Many people are shocked when a disaster hits. It helps to know who to call in case of an emergency. In the disaster recovery plan, list all people who are involved and a chain of command. The chain of command should begin with the top person to call if such a disaster were to occur.

A complete inventory list is important. It helps to know the date purchased, model and serial numbers, manufacturer, location and all the other necessary information in case the equipment is lost in the disaster.

A time line that states when the business expects to be up and running after a specified disaster should be implemented into the recovery plan. This time line should have back up plans in case production is down for an extended period of time. For example, Company XYZ prints credit card statements and a fire occurs destroying the equipment that processes these statements.  Questions may arise about how would these statements now get printed until the company can replace equipment.

Testing of the plan is crucial to keep people in the loop. Have mandatory meetings complete with possible scenarios that could happen in a disaster. Do this testing often to keep people aware of the potential of new disasters.
Written documentation should be available for any company employee. It also helps to revise occasionally and reread the policies to see what clarifications or changes can be made to make it a better policy.

Computer Backup: Emergencies

Emergencies happen even at places of business. Most businesses have an emergency plan in place for every major disaster that could occur. These include fires, floods, and theft or other major crime. Like a disaster recovery plan, these emergency plans require testing. For example, a company might test the fire escape plans to see how the procedures might be better carried out. These plans will vary according to the disaster with which they coincide. For example, policies regarding theft would differ from those regarding floods or fires.

Emergency plans should include contact information, reporting procedures, and backup plans regarding recovery time lines or even personnel loss.

Computer Backup: A Link Between Present and Past

Information of the past was mostly paper based such as books, parchments and scrolls. Emergencies of the past that involved disasters such floods and fire drew tremendous losses. That's because many such disasters completely destroyed information. Many of these books or paper-based sets of information were unique, rare or hard to reproduce.

Today's information systems make it easier and easier to backup that information. Information is being shared and stored at greater capacities. It's easier to make data fire proof, water proof, theft proof and so on.

I'm trying to open my TurboTax2008.bak file. Help?

Ah, the joys of tax time. I had a similar issue in with my H & R Block software this year and understand how helpful it is to import last year's data into the current software. I assume that you're using TurboTax 2009 and need to import last year's data into this year's software, correct?

The BAK File Extension

The BAK file extension is typically used as a backup file. Your computer may have both the original TurboTax 2008 data file as well as this backup copy. TurboTax 2008 used the file extension .tax2008 for its data files, so if you named your tax return "MyTaxReturn," the file would be "MyTaxReturn.tax2008." Depending on how the backup file was made, the backup file could be "MyTaxReturn.bak."

Renaming the BAK File Extension

First, check to see if you can find the original .tax2008 file. If that file is missing, damaged, or corrupt, you can try renaming the BAK file extension to the TAX2008 extension. Do this by right-clicking the .bak file and choosing rename. Make the change and see if you can open the renamed file in TurboTax 2008.

Viewing or Importing the TurboTax File

According to TurboTax's support pages, you will need to use the 2008 tax-year version of TurboTax in order to view your 2008 tax return, not TurboTax 2009 which would generate an error message.

However, if you don't need to view the file but rather import it into TurboTax 2009, you don't need the old software. Instead, start a 2009 return in TurboTax 2009 and find the "Let's Transfer Your Info" screen which will have a Browse prompt. Browse for your .tax2008 file and the software will import it.

Viewing the Copies of your 2008 TurboTax File

If for some reason the renamed BAK file doesn't work, you do have other options. For example, if you completed and filed your 2008 TurboTax return online, you can sign into your TurboTax account and retrieve PDF copies of the return. In addition, the IRS can issue a free transcript of your return. TurboTax support details these various options on its Access Your 2008 or Earlier Tax Returns page.

Why is my backup too large for my recovery partition in Windows 7? This is a source of frustration. This subject seems to elude me.

Partition Size vs Backup Size

Partitions are portions of a hard drive that have been designated to act as a separate entity with its own drive letter. For example, most computers have a C: drive which acts as the primary hard disk. Drives that have been partitioned will have a second drive letter that shows up, such as the D: drive. While C: and D: are shown separately when exploring and using the computer, the two drives share space on the physical hard disk.

How much space each partition takes up depends on how the partition was originally created. When creating a partition, the user is prompted to specify a partition size. The size combinations are limitless. For example, if your hard drive is 200 GB, the C: and D: partitions could be equal such as 100 GB each or of vastly different sizes such as 150 GB and 50 GB.

Recovery Partition Size

Since this partition has been designated as a recovery partition, I'm wondering if it came this way from the factory? If so, it's possible that the recovery partition is meant for storing the Windows 7 recovery files. This is becoming more common. Manufacturers used to ship recovery CDs but now are storing the recovery files on the hard disk in a separate partition. When your system becomes unstable and requires a complete restoration back to factory settings, instead of using Windows recovery CDs, you would access the recovery partition to reinstall Windows and revert the system back to its original state. In this case, the recovery partition isn't designed for regular system backups and should be left alone unless you need it.

Backup Options

Depending on how you use your computer, several options are available to back it up. For average computer users, enabling System Protection is sufficient for keeping the operating system adequately protected. System Protection makes periodic restore points that are like snapshots of your operating system and all of its settings at a given point in time. The restore points are stored by default on the drive that Windows 7 is installed on with automatic restore points created each week as well as before major events.

In addition to using System Protection/System Restore, you must also backup your data. After all, you can buy a new computer or reinstall the operating system but if your data is irreversibly damaged, you can't get it back. When backing up data, the first backup is usually the largest. After creating the first backup, it's not necessary to keep copying the same files over and over. Only new and changed files need to be added to the backup.

Windows 7 comes with a built-in backup utility called Backup and Restore which is found in the Control Panel. Using this utility, you can also create a System Image which is a copy of the drives that Windows needs in order to run. A backup containing a System Image is going to be huge. Rather than storing the backup and system image on a partition, you'd be better off storing it on an external hard drive or at an online file storage site.

While I don't know if the partition on your hard drive is designated as the computer's official recovery partition or not, I'm guessing that it's a relatively small partition compared to your backup set. I recommend either an external hard drive or an online backup site over trying to backup your data or your entire system on its internal drive.     

I once again made a mistake messing with drive partitions. I accidentally formatted my D: partition which held my Windows backup and wiped it out. Is there a way I can get that back? My computer only has one hard drive so it is kind of absurd but, I mess up so often it would be good to have a disk image to restore from. Is there any software that works well I could use?

Recovering Drive Partitions

Fortunately, it is possible to recover a partition off of your hard drive using data recovery software. This isn't a free solution, but it's not overly expensive either, especially if the data on the partition is valuable to you. We recommend ParetoLogic's Data Recovery program for recovering everything from individual files to complete partitions. The standard version of the product costs less than $50 and should be able to recover most of the D drive provided the formatting was fairly recent. The good news is that you can download a free scanner from ParetoLogic which will show you whether or not the partition is recoverable. If it is, then you can decide to purchase the fully functional product. In this case, the standard edition of Data Recovery is all you need. If you need to recover emails, then we'd recommend the Pro version.

Data Backups - Disk Image Software

Since you mentioned that you'd like the ability to make a disc image for restorations, we can also recommend different products for backing up your system and data. Whether you choose a disk image software product or a different type of backup system is up to you and your preferences. Norton Ghost and similar disk image programs are designed to backup and recover entire systems including the operating system, drivers, and data files. You'll need a way to store the disc image such as burning it to DVD or Blu-ray disc or storing the disc image on a partition.

Online Backup Systems

If you don't need to back up the entire system and are more concerned with protecting your data, consider an online backup system. Filetonic's Online Backup Category contains a number of posts about backing up data online as well as several reviews of popular online backup systems. Online backup systems come in many different packages ranging from 2 GB of free online backup and storage to monthly subscriptions offering unlimited storage. For example, iDrive offers 2 GB free. Once setup, the software automatically backs up your data and securely stores it online according to a schedule you create. You can also turn on "continuous data protection." When enabled, any time you create a new file or modify an existing one, the iDrive software makes an immediate backup of it!

Fair Use and You: Making Backups of your Digital Media

With all the internet and anti-pirating laws passed in the last decade, people are scared to do what Fair Use laws allow them to do. Basically, to make backups of programs, movies, and games they've legally purchased.

Fair use Laws and Data Backup

In terms of Fair Use laws, you are allowed to make backup copies of media you've purchased. You can also use bits and pieces of that media for school projects and presentations.

You just have to keep copyright laws in mind when doing so, and not make copies for public distribution and sales. And yes, public distribution does include making copies of copyrighted materials for your friends and family who live outside your home. You also may not transmit those materials over digital lines.

Personal Use

You are, for example, allowed to make a backup of that new game you purchased for your personal use. There are many reasons for this including: You what to keep the original disks from getting damaged by repeated use, you want to keep the originals safe from your children, and you don't want to carry the disks around with you for using with your laptop.

No matter what your reasons are, you feel it is your right to make backups of any media and materials you legally purchased. In the most technical sense, you are absolutely correct. Here's where it gets tricky.

Copyright and Encryption

Almost all of those movies, games, and programs come with encryption and copyright protection now. If you try to use any of those backups the movie won't play, the game asks for the original disk, or the program fails to load without the original in the disk drive. While it is your right to make copies, the Digital Millennium Copyright Act of 1998 has made it illegal for you to circumvent the copyright protection.

Lawsuit Case Study

Case in point: In 2004 321 Studios, a company which made programs to allow consumers to make backups of their legally purchased commercial DVD's, was forced to shut its doors after repeated lawsuits were filed. A federal judge agreed with the plaintiffs, and ruled that the programs were in violation of copyright laws.

Many other cases have been brought before the courts over the years, but the results are usually the same. If the product "can" be used to circumvent CSS protection, then it's in violation of copyright laws or the DCMA.

What does this mean for you, the consumer?

Be very careful when making "legal" backups of your digital media. Even if you are within you rights to make copies for personal use, companies have the power, money, and lawyers to force you to desist. Try not to use any of those backups on a computer which has access to the internet. Many programs and movies automatically connect to the manufacturer's website.

Become active in your state's political arena. Send letters to your federal representatives urging them to amend or repeal the Digital Millennium Copyright Act of 1998. Encourage others to do so as well.

Don't create any websites or articles which detail how to bypass the CSS protection on any digital product. While it may only be to enhance the product, it's still in violation of the MCDA and could land you in court.

Avoid Hacks and Cracks

Above all, don't download any "hacked" or "cracked" software or movies. Companies such as EA Games, Disney, and NBC have teams which scan the internet to see who is downloading their products. They also place some of those files on the internet to track the people downloading them.

I need to find a way to transfer all my files on my old computer to my new computer. I bought Ghost 14.0 and the backup of the old computer used 15 CDs. I only have the one monitor. I do have a small flash drive, 256mb.

Norton Ghost 14.0 Features

Norton Ghost has a variety of features for backing you your data, applications, and even your entire hard drive (operating system and all!). It also has a neat feature called Copy Drive that makes this fairly easy to do. How you created the 15 CDs will dictate how you should proceed. For example, if the CDs are backups of the data only, you'll need to install Norton Ghost on your new computer and use the Recover My Files option where as if you used the Copy Drive feature, the steps will be different. The Copy Drive feature is useful when you are replacing an older hard drive with a new one and may not be the best choice for copying files to a new computer.

Using the Recover My Files Option

Since you have a full backup on CDs and a brand new computer, the first step is to install Norton Ghost on the new computer. I assume that you don't want to replace the new operating system that came with your new PC, just the data, right? Once Ghost is installed, insert disc one into the new computer and launch Norton Ghost. Click on the Recover My Files link followed by File and Folder for the search method. Now, you'll need to browse and select the files that you want to recover. Once you've selected the data files, click on Recover Files and choose either "Recovered files folder on the desktop" or "Alternate folder." You will need to repeat this for all 15 discs and some discs may not contain any data files at all.

Because you have so many discs, I recommend that you redo the Ghost backup and select only the data files that you want to place on your new computer and then back those up on CD. It will be easier than browsing through 15 discs of operating system and application files.

Dealing with One Monitor

Fortunately, it doesn't matter that you only have one monitor. Once you are confident that you have saved all of your data on CD, you can disconnect your old computer and connect the new PC to the monitor.

Other Options

Ghost is fairly complex. If you haven't already, download the user's manual. That way, you'll have step-by-step directions for using all of Ghost's features.

While Ghost is powerful, depending on how much you want to transfer from one computer to the next, you might find that the Windows Files and Settings Transfer Wizard is easier in this situation. This utility is terrific for transferring your files and settings from a Windows XP or Vista machine to a new XP or Vista computer. Go to Start > Programs > Accessories > System Tools > File and Settings Transfer Wizard (Windows Easy Transfer if you have Windows Vista) and follow the prompts.

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