Background

This is the most overlooked aspect of good computing. The thrill of learning how to have the computer do new things for you overshadows the rather important step of backing up things one does not wish to "lose". There is so much positive to learn with computers that this seems like a negative and who wants to deal with negatives in such an 'exciting" situation (except the "doomsday" proponents).

Getting lost in always "going forward" can sometimes result in "heartache" and "frustration" when one overlooks learning the computer skill of "backing up" or if one decides to wait to learn this skill until it is needed.

I am a staunch supporter of the attitude that "a person will learn something when that person needs to know it". Unfortunately, in the area of "backing up" important files, is where this attitude and approach "breaks down".

True, if one suffers a tremendous loss of some kind, it adds to character of that person and helps him/her deal with similar situations in the future with much more confidence and clarity of direction. I do not recommend, though, that one should suffer losses as the "only way" of learning about loss. We can learn by listening to others describe situations and to learn from their mistakes as well.

I lost a hard drive - it just "crashed" for no known reason - in 1992 and I bemoaned the loss of all the "hard work" and "precious information" lost on the files that were no longer available on the "crashed" hard drive. That was not easy to take!! I did develop some personal "back up" skills after that to assure that I would never have to live through those moments of having to "recreate" all of my lost files again. The hard drive was "under warrantee" and the company replaced the hard drive for me with not cost. "The Files", however, were just "lost"!

I recently (1999) lost a hard drive with all my important files on it. It took some time to replace the hard drive and to restore all my files to the new hard drive (all my files were backed up on Zip disks) but all my files are now "back home" and functioning! What a difference.

It is my hope that I can help someone through a "hard drive crash" without too much pain and suffering (and without the loss of valuable material which has taken much time and effort to create).

Be prepared! The one thing we know is that "Any Hard Drive WILL Fail"! We never know when but it will probably happen at the most inopportune time. Be prepared by backing up your files!

Technics

1- Every disk drive (floppy, removable media, hard drive) will crash eventually! Don't let overconfidence and the continued improvement in "excellence of products" lull you into thinking you are immunune to this problem. Learn what to do "before" it happens and what to do "after" it happens.

2- I purchase all applications and programs for my computer so I have the installation disks/CDRoms in my possession so if applications are "lost", I assume I can always just "reinstall" them.

3- Most Important: The most important items on my computer are the documents and files that I create (and some of the settings and preferences of specific applications). If I were to lose these, there is no installation disk/CDRom that contains these item so these files cannot be reinstalled. I must make installation disks myself (it's called "backing up").
Furthermore. these files/documents/settings/preferences are constantly changing so I must develop some disciplined work habits to make sure that my final step is not forgotten.

NOTE (three steps):
1- Saving (always Save first) and
2- Printing (in that order) a copy of the file is not the final step - although it might be the reason for the computing task.
3- Backing up the file that was printed is the final step in working with the file.

My Personal Technic

There are commercial/shareware/freeware backup programs "out there" for one to use but then one must learn how to use the "backup" program and to learn what items the program "back's up".

I find that these programs do a good job but they take time to learn and sometimes they don't do what I want to be done. I much prefer to "be in control" myself and to determine "what needs to be done myself" rather that let some generic progam application decide for me!! Programmers do wonderful jobs at trying to figure out what most people will want to do but I prefer to make my own decisions.

I do not recommend, for personal use, using a commercial/shareware/freeware backup application (especially one that backs up the whole hard drive - thaaaaaaaat one is for businesses that "do it everyday" and just count on losing "one day's work" in a crash).

I recommend/prefer a "do it yourself" approach to "backup". If that bothers you... good luck ... I hope you have the right things backed up when your hard drive crashes and that you know how to find these important items!

1- Get Organized: Know where all your installation disks/CDRoms are located for reinstallation of application programs.

If you have a multiple computer setup with networked computers you probably can devise a faster/better personal way to "backup" one computer on one of the other one. I would not backup a whole computer - it is a waste of time - but only the files that you deem to be valuable to you. - Create a BACKUP folder on one computer, access this folder via your network from the computer that you wish to backup, and move the files that you wish to back up into this BACKUP folder. - Do the same for each computer backing up on the other computer of course. It would certainly be rare for more than one computer to crash at the same time. I now use this type of system and recommend it highly. I also recommend using an application like Copy Doubler (on older Macs) and Copy Agent (includes OS 9) which create some different options when moving/copying files/folders - "syncronize", "replace", and especially "smart replace" when backing up same folders. Check it out!!

2- Obtain Backup Resources: Purchase a Zip Drive (if you don't already have one).
     A Zip Disk is used here as an example - You may use any other media you desire, such as:
     - - Another Hard Drive on another Computer
     - - A CDRom that can be written to (CDR or CDRW)
     - - A DVD rewritable disk
     - - A Tape system of any kind that connects to your computer and accepts data transfers
     - - Server space on the internet (offered by many places now)
     - - Server space on your ISP server
     * * (Please note that a Floppy Disk is not a good choice since it is so small that it cannot hold many files and it is the "most likely to fail first" type of medium.)
     - - (and the list goes on!)

     I personally like the Zip Disk because you can write over and replace old files on the disk very easily - not as easy with the CD but CD's are not expensive so you can just throw them away. (I personally use a hard drive on another computer for backup since I run a network at my home.)

Use the Zip Disk like this:

a- Label (and rename) a disk "zBackup01" and keep it close to the Zip Drive.

I don't file this disk away in my Zip Disk files because I want it ready to be used at any time).
NOTE: When "zBackup01" is full, I start a new disk called "zBackup02", etc. I use the lower case "z" at the beginning of the name of all my Zip Disks to save confusion in "open windows" on my desktop when the Zip Disks are mounted. (I use 01, 02, etc. so when I reach double digit numbers, things will organize in logical order.)

b- Create a folder on your basic hard disk called "Files".

All my files are saved to this "Files" folder (and sub folders) on my Hard Drive so I can find them conveniently.

"My System" to "backup" files:

(Please notice that I use a Zip disk because it is pretty standard and because it will hold larger files. One may use any removable media (CD's, Tape and even the smaller/older Floppy Disks) for such backup storage.)

1. Insert the "zBackup01" disk in the Zip Drive (I like the "View" on this window to be by list sorted by date (most recent at the top) - your choice though).

2. Open the "Files" folder on your Hard Drive

3. Resize "windows" (You have learned how to do "windows" haven't you?) so that both the "zBackup01" window and the "Files" window can be seen at the same time.

4. Change the "View" of the "Files" window to be List by Date (most recent at the top)

5. If the top item is a file, drag it to the "zBackup01" disk and let it copy. Continue down the list until the message is received "A file already exists in this location. Do you want to replace it?" Click NO and move on. Note: If the message received is "An older file already exists in this location. Do you want to replace it?" Click Yes and replace the older files with your newer version!

6. If the top item in your "Files" folder is a folder, double-click the folder to open it, set the "View" as "list by date" (most recent at the top) and drag the top file to the "zBackup01" disk (to copy/backup the file). Repeat until the message (above) is received that you no longer are copying a "changed file".

If this procedure is done regularly, it doesn't take long to realize that only the "changed files" need to be copied to the Zip Disk.

If this procedure is done regularly, it also doesn't take long to realize that you actually will remember the files on which you worked in that session and you will save some time by going directly to those files.

Be creative, alert, and "in control" of your computer life. Slow down... we all have other places to be... take the time to BACKUP EVERYDAY and you will find it is not a waste of time but a time saver....

If you have the newest Copy Doubler (recommended to purchase) program installed on your computer, the messages received are altered slightly but I think the messages can be figured out by anyone. Replace Older files with Newer ones - Smart replace will do just that!

"My System" to "backup" settings & preferences.

I back up the following:

1- Eudora Folder
   Location: Hard Drive/System Folder/Eudora Folder
   Frequency: Once per month or more
   Reason: All Eudora email messages and setting are stored in this folder and I
      wouldn't like to lose all of that. You may want to save this more frequently than
      I save mine.
   How: Just drag the Eudora Folder to your "zBackup01" disk and let it copy.
      Note: This is a valuable folder to me since I do a lot of email communication so
      I have created a separate Zip Disk for this backup called "zBackupEudora". Your
      Choice!!

2- Netscape Bookmarks or Internet Explorer Favorites
   Location: Hard Drive/System Folder/Preferences/Netscape Folder/Bookmarks.html
             or
             Hard Drive/System Folder/Preferences/Explorer/Favorites.html
   Frequency: Not very often (every 2-3 months)
   Reason: If your Netscape bookmarks or Internet Explorer favorites are important to
      you, you will want to restore them in a "crash"!
   How: Open the above and drag "Bookmarks.html" and/or "Favorites.html" to the
      "zBackup01" disk to copy it (i.e. back it up).
   One can also just backup the whole "Explorer" or "Netscape" Folder.
   Don't forget the "America Online" folder (in the Preferences) if you use AOL.

3- TCP/IP Preferences and MacTCP Prep
   Location: Hard Drive/System Folder/Preferences/TCP/IP Preferences
               or
             Hard Drive/System Folder/Preferences/MacTCP Prep
   Frequency: One time and then whenever you change or add an Internet Service Provider
   Reason: These preferencess are valuable personal setups for accessing the internet.
      They can be manually setup again but it is nice if the preferences have been
      saved. I will save these preferences at the same time as other preferences
      (below) - once every 2-3 months.
   How: Drag both of the above preference files to the "zBackup01" disk.
   
4- Other Preferences
   Location: (See above)
   Frequency: One time is generally enough (unless you change the applications). I save
      them once every 2-3 months.
   How: Open the Preferences Folder and drag the following preferences files to the
      "zBackup01" Disk.
      
      PPP Preferences
      FreePPP Preferences
      Fetch Prefs
      Ircle 3.0 preferences
      Network Time Preferences
      
5- You may have other preferences that are important to you (passwords, registration
   numbers, remote access configurations, etc.). Learn about them and have them safely
   "tucked away" on your "zBackup01" disk.

Macintosh Ideas