What's the Best Way to Back Up My Data?

This is quite a common question. It seems almost everyone knows they should back up the information on their computer, but few know how to and even fewer actually do. Flash drives? CDs? Cloud? The tech world doesn't make it easy to pick a way to back up your information, but there are a few ideas to keep in mind when picking a backup solution.

1. Cost
2. Ease of Use
3. Security

Finding the perfect balance of these three things for you will give you the backup plan you desire, but to start things off, what does "backing up" mean and why is it important? Backing up simply means to make a copy of your computer's information onto a source outside of your computer. Why? What happens if your computer dies? Stolen, hard drive failure, struck by lightning, etc. Having a backup means not loosing all your important files and documents in case of such an untimely end of your computer.

I tell people to first consider the ease of use of their backup plan. How much time do you want to dedicate to this? Do you want something that you just set up once and it automatically runs after that or do you prefer to have a more hands-on approach? There are a plethora of automatic backup programs out there for people like me who know they won't remember to sit down and manually run a backup program on a regular basis. Ask your technology advisor, friends or family for recommendations.

Secondly, cost. Where are you going to put your backup? Is it going to go on an external hard drive or will you be burning CDs? In this example, an external hard drive will cost more up front, but will last you significantly longer with no additional costs. CDs on the other hand will have a smaller start-up cost, but you'll need to buy more as time goes on. Cost also ties into ease of use as backup programs will range from free (like Apple's Time Machine) to expensive (like a corporate backup program) and everywhere in between.

Lastly, security means how safe is your data once it's backed up? Here's where I get on my soap-box: Redundancy, redundancy, redundancy! If it's worth putting in one place, it's worth putting in another place. For example, let's say you have a laptop and you backup your photos on an external hard drive. What happens though, if your house catches on fire and your computer and hard drive are gone? That's the allure of online backup programs like Carbonite. These programs back up your computer's information to a remote location (yes, the "Cloud") so even in a worse case scenario, your data is safe and you don't have to worry about loosing it all.

Practical Tip of the Day:

Need a place to store information and a place to back it up too? External hard drives can be formatted in such a way as to make them act as is they are really two distinct devices. This means you can use half of it for storage (things you need to be able to access regularly), and the other half for backup (your "in case of emergency break glass" backup plan). More on the difference between storage and backup next time.

If I Delete Something, Is It Gone Forever?

Most of us have heard that when you delete something from your computer it's "not really gone." Which inevitably leads to the question of "How do I make it really gone?" In order to really understand why deleting something doesn't obliterate it, you first need a quick primer on hard drives. If you haven't already read the article on How Do Computers Remember Things, click here to go over it- we'll be building on topics covered in there.

When a hard drive remembers something (aka "saves" it) it doesn't usually write it down in one spot on it's discs. It usually spreads it out and puts different parts in different spots, and creates a sort of mini table of contents so it can quickly find all the spots. It does this so if there's a small problem with one of the discs, it might affect a small part of a file and therefor keep it still usable, whereas if all the parts were together, the entire file would be broken.

When you delete something, it doesn't actually delete the different parts scattered about your drive. Instead, it deletes that table of contents file and thereby forgets it. Eventually the hard drive will put other files in that same space (remember, hard drives are magnetic so it can easily be rewritten), but until then, that part of the file is there as good as new. As time goes on, it becomes harder and harder to read part of a file that's been rewritten, much like if you wrote something on paper with a pencil, erased it, wrote something else over that spot, erased that, and so on. Each time it gets harder to read what was originally there.

There are ways to make things more permanently gone. For example, the Mac has an option called "Secure Empty Trash" that will first delete the parts of the file by re-writing over them seven times with random 1's and 0's (click here if you don't know why 1's and 0's) and then delete the table of contents file. There are similar things on Windows and other types of computers. If you use a method like this, it's highly unlikely that the file would ever be able to be found. (I never say never on these kinds of things!)

Practical Tip of the Day:
While it might be tempting to use one of those permanently delete options like Secure Empty Trash, you don't want to use it frivolously. Just like the paper beign written on and erased in the analogy, extra wear is put on the hard drive when you use these methods, and therefor slightly shortened the lifespan of your drive. My general rule of thumb for when to use this method is this: If this were a physical document, would you put it in the trash or shred it? If shred it, then use that method, otherwise, don't worry.

How do computers remember things?

Computers didn't always remember things. You used to ask it a single question ("What is 23432.692 divided by 1621.22235?" for example) and it would give you a single answer. Nowadays, we don't so much as our computers questions, but ask them to complete tasks for us. We ask them to help us write a letter, look at a photo, read a web page, etc. When writing a letter for example, you often will begin writing and eventually take a break. What keeps the computer from completely forgetting about your paper in the meantime?

Computers, like people, have two different kinds of memory- long-term and short-term. Short-term memory in people is what helps us remember what we ate for breakfast, or what it is we came into a room to get. (I have problems with that last example sometimes!) For computers, the short-term memory is called RAM (Random Access Memory- don't worry if you forget that in five minutes though, I doubt anyone will be quizzing you on it.) This is where it remembers the changes to your letter before you hit the Save button for example.

The other type of memory is your hard drive. You may remember me briefly mentioning the hard drive in the article "Why do computers hum?". The hard drive is where the long-term storage happens. This is where your letter is stored even after you close the program or even turn the computer off. As many of you may remember, if you had a record playing, and the needle got bumped, it could scratch the record. If the record got scratched it was all but ruined- it never played the same again. Hard drives work similarly, but instead of a physical needle touching and reading grooves on a record, it's called a "play head" and it hovers about a hair's width above the disc reading magnetic imprints. (Stay with me! Don't glaze over quite yet!)

Ever heard of a hard drive "crashing"? Crashing usually refers to the play head actually touching the disc and scratching it. Just like your old vinyl record, if the hard drive gets scratched, it'll never work the same way again.

Practical Tip of the Day:
Because hard drives crash, and because there's usually little or no warning to when they do, most people "back up" their information. Backing up simply means making another copy of your information and putting it in a safe place. You probably already do this with your important documents (titles, birth certificates, etc.). You usually have one copy you keep locked up in a safe spot like a safe, and then a photocopy that you can take to show people if need be.

There are many different ways to back up your information, and there's no best way for everyone. Feel free to either message me or talk to your local computer specialist for help picking the method that best fits your lifestyle.

Why do computers hum?

If you've ever been in the same room as a computer you're most likely already familiar with the gentle hum you often hear from the machine. Some are loud, some are quiet, some change pitch as if singing along to their own digital music in their proverbial heads, but why? What exactly is it in the mysterious jumble of parts and cables that makes that sound?

There's no one answer. The sound we most commonly hear the loudest are fans. Remember how we talked about computers running on electricity to make all those ones and zeros? Well, if you've ever touched a lightbulb that's been on for awhile or grabbed your toast out of the toaster too soon you know that electricity makes things hot. Know what delicate computer parts don't like? You guessed it- heat! That's why if you live in a warmer climate like Florida (Hi, Mom!) you're more likely to hear your computer's fan kick on and go faster than if you live in cooler climates like Central New York like me. That's the humming sound that sometimes winds down after awhile or kicks on after you've been using your computer long enough to be startled by it suddenly sounding like it wants to fly away.

Another, usually quieter sound you may hear is the hard drive spinning. The hard drive is a lot like a miniturized record player. It has discs in it that spin at amazing rates and are read by a play head. While a vinyl record may spin at about 30-45 rpm (rotations per minute), the average hard drive in a computer spins anywhere between 5400-7500 rpm. It's this spinning that sometimes causes the humming sound you hear, especially if it starts while you're trying to start a program or open a file.

Practical Tip of the Day:
If you notice your computer humming particularly loudly, you should check the back of your computer tower (if you're using a desktop computer) and see if you have "junk in your trunk". Computer fans are just like ceiling fans and can pick up lots of dust and dirt on the blades. If the fan looks dirty, use some canned air to spray it off. If your fan gets too dirty, your computer can overheat and cause problems for you later on.