Getting the Most from Backup Software
31 Jan 2007 |
Archiving and
Backups
Most people I talk to are confused about backups.
They aren't sure when to back up, how much data to
save, or where to store it. With choices ranging from
online and CD/DVD backups to external drive and thumb
drive backups, no wonder so many people are unsure
about what to do. If you have opted out of using
backup software, you are probably setting yourself up
for a major loss. Read on and this column will help
you get on track with your backups.
Backup software has changed a lot over the years
making it important for consumers to learn the
differences between the various backup options
available today. While there used to be just one kind
of backup program for archiving a whole computer onto
external disk or tape, there are now several kinds of
software for backing up your work. Which kind is
right for you? Is it worth the cost? These are common
questions for which you will find answers here.
What are the different types of backup software and which is right for me? Five distinct types are explained below:
--Full Backup - This is the "classic" form of backup software. Full backup programs claim to be able to backup all of your files (they do this the first time and collect incremental changes thereafter), with the hope that any files or folders you lose can be retrieved and restored individually from backup. Even at their best these programs suffer from being complicated with features, infrequently used, and therefore unfamiliar and confusing when most needed. Even so, these programs still serve an important function especially for businesses.
Examples:
Retrospect (Mac)
Backup4All (Windows)
--Cloning Backup - Cloning software also attempts to capture all of the data on a computer, usually as a single "image" rather than file-by-file. Cloning software is a great tool for administrators who need to roll out many identically configured computers or routinely conduct a testing procedure on a fresh computer. A cloned computer image is great, often bootable, backup to have in the event of a complete hard disk failure.
Examples:
SuperDuper (Mac)
Norton Ghost (Windows)
--Remote Backup - Online backup services have sprung up all over the Internet in recent years. These services promise the convenience of backing up select files from your computer to a secure location, up to a usually small limit in the amount storage. Online backups are not intended as a repository for your entire huge hard drive. Instead they encourage backing up crucial data such as your contacts, bookmarks, photos, and documents.
Examples:
.Mac Backup (Mac)
Mozy (Windows)
--Synchronizing Backup - The idea here is to keep two computers--usually home and office--synchronized so that the documents on each are always up-to-date. This usually occurs by keeping an intermediate "synchronized" copy of the files through which the latest changes are transferred to and from each computer. For a trusting and vigilant user with the right software, this can be a workable system resulting in good backups (since two physically separate computers hold recent copies of all of the work in question).
Examples:
ChronoSync (Mac)
Synchronize-It! (Windows)
--Instant Backup - This is the latest form of backup software. It aims to promote backing up the work you have just completed, usually to a thumb drive (key drive, flash drive) and optionally in an encrypted, compressed form. Instant backup software works on the principle that backing up your work as you complete it will eventually result in backups that are complete (though not a full backup or clone of your whole computer).
Examples:
GrabBack (Mac)
Quick Backup (Windows)
What are some typical user profiles appropriate to each backup type?
If you still aren't sure which is right for you, it may be that some combination of software is needed.
For example, many people count on an IT staff to back up a primary office computer. This group might benefit from doing synchronizing backups in order to bring work home, and to make extra sure those great ideas at work are getting backed up (assuming your employer's data policy permits taking work home).
Many students work on more than one computer or may not yet own a computer, relying instead on a library or lab computer and a thumb drive. For these users a remote backup or instant backup solution might be best. Also, any user who relies on a thumb drive should see the How-To on safeguarding vital data on a thumb drive.
A user who constantly fiddles with the computer to improve it, try new software, and upgrades is a prime candidate for making both cloning backups (to be able to put the machine back in working order) and instant backups (to save the work done since the last clone or major change).
Finally, most home users who are relying on a computer to build up a music, photo, and movie collection should consider some combination of a full backup solution and either remote or instant backups. Backing up to DVD and external firewire drive are the key to keeping photos, movies, and music safe over the long haul.
How much do backups really cost over time? Is it worth the cost?
The answers to these questions depend on many factors. Of course the software you choose will dictate the media required. Full backups and cloning backups usually require external storage with free storage greater than the capacity of the source drive. These also tend to be the most expensive backup programs. Synchronizing and instant backups can usually rely on very inexpensive writeable DVDs or CDs and gain added convenience with the use of USB thumb drives. These offer the least expensive backups but aren't right if you need to back up your whole hard drive. Finally remote backups are paid for on an ongoing basis, usually monthly, and so the long-term cost is a consideration.
As you can see, it's best to work out how you plan to back up your data before you buy the software or the media. Choose well, and whichever route you decide on will pay off in one of two ways. It will either be a kind of insurance policy giving you peace of mind even when you do not need to fall back on your backups, or it will save the day when you do.
What are the different types of backup software and which is right for me? Five distinct types are explained below:
--Full Backup - This is the "classic" form of backup software. Full backup programs claim to be able to backup all of your files (they do this the first time and collect incremental changes thereafter), with the hope that any files or folders you lose can be retrieved and restored individually from backup. Even at their best these programs suffer from being complicated with features, infrequently used, and therefore unfamiliar and confusing when most needed. Even so, these programs still serve an important function especially for businesses.
Examples:
Retrospect (Mac)
Backup4All (Windows)
--Cloning Backup - Cloning software also attempts to capture all of the data on a computer, usually as a single "image" rather than file-by-file. Cloning software is a great tool for administrators who need to roll out many identically configured computers or routinely conduct a testing procedure on a fresh computer. A cloned computer image is great, often bootable, backup to have in the event of a complete hard disk failure.
Examples:
SuperDuper (Mac)
Norton Ghost (Windows)
--Remote Backup - Online backup services have sprung up all over the Internet in recent years. These services promise the convenience of backing up select files from your computer to a secure location, up to a usually small limit in the amount storage. Online backups are not intended as a repository for your entire huge hard drive. Instead they encourage backing up crucial data such as your contacts, bookmarks, photos, and documents.
Examples:
.Mac Backup (Mac)
Mozy (Windows)
--Synchronizing Backup - The idea here is to keep two computers--usually home and office--synchronized so that the documents on each are always up-to-date. This usually occurs by keeping an intermediate "synchronized" copy of the files through which the latest changes are transferred to and from each computer. For a trusting and vigilant user with the right software, this can be a workable system resulting in good backups (since two physically separate computers hold recent copies of all of the work in question).
Examples:
ChronoSync (Mac)
Synchronize-It! (Windows)
--Instant Backup - This is the latest form of backup software. It aims to promote backing up the work you have just completed, usually to a thumb drive (key drive, flash drive) and optionally in an encrypted, compressed form. Instant backup software works on the principle that backing up your work as you complete it will eventually result in backups that are complete (though not a full backup or clone of your whole computer).
Examples:
GrabBack (Mac)
Quick Backup (Windows)
What are some typical user profiles appropriate to each backup type?
If you still aren't sure which is right for you, it may be that some combination of software is needed.
For example, many people count on an IT staff to back up a primary office computer. This group might benefit from doing synchronizing backups in order to bring work home, and to make extra sure those great ideas at work are getting backed up (assuming your employer's data policy permits taking work home).
Many students work on more than one computer or may not yet own a computer, relying instead on a library or lab computer and a thumb drive. For these users a remote backup or instant backup solution might be best. Also, any user who relies on a thumb drive should see the How-To on safeguarding vital data on a thumb drive.
A user who constantly fiddles with the computer to improve it, try new software, and upgrades is a prime candidate for making both cloning backups (to be able to put the machine back in working order) and instant backups (to save the work done since the last clone or major change).
Finally, most home users who are relying on a computer to build up a music, photo, and movie collection should consider some combination of a full backup solution and either remote or instant backups. Backing up to DVD and external firewire drive are the key to keeping photos, movies, and music safe over the long haul.
How much do backups really cost over time? Is it worth the cost?
The answers to these questions depend on many factors. Of course the software you choose will dictate the media required. Full backups and cloning backups usually require external storage with free storage greater than the capacity of the source drive. These also tend to be the most expensive backup programs. Synchronizing and instant backups can usually rely on very inexpensive writeable DVDs or CDs and gain added convenience with the use of USB thumb drives. These offer the least expensive backups but aren't right if you need to back up your whole hard drive. Finally remote backups are paid for on an ongoing basis, usually monthly, and so the long-term cost is a consideration.
As you can see, it's best to work out how you plan to back up your data before you buy the software or the media. Choose well, and whichever route you decide on will pay off in one of two ways. It will either be a kind of insurance policy giving you peace of mind even when you do not need to fall back on your backups, or it will save the day when you do.