We all know how important it is to backup our work. I’ve written about it several times over the years and I’ve seen it discussed in other online articles and newsletters. There is nothing worse than spending a significant amount of work time on a project only to have it wiped clean by a virus, technical glitch or the Blue Screen of Death. And it happens all the time. You’ve probably witnessed it in the office this week – un-backed-up work loss always seems to come with furious mouse clicking, feverish keyboard banging and the type of yelling and ranting that would cause Tony Soprano to blush.
It is awful when it happens – both for the frustrated computer user and the workers who are within earshot – but it is preventable. If you don’t take steps to insure your work against damage, you are certainly playing with fire. There are plenty of tools available that can help keep the collateral damage (lost work) down to a minimum.
First of all, you have to save your work – constantly. All the tools in the world will not be able to help you if you cannot save your work in the first place. Secondly, you have to regularly update your anti-virus protection. Generally, if you use a corporate computer, your updates will be automatic (enterprise-wide security solutions usually include updates and management services). If you use a home computer or do not have access to an enterprise security solution, you will have to take matters into your own hands, particularly if you spend any time on the Internet or communicate via email and instant messaging programs. Check the Web site of your anti-virus protection supplier on a regular basis, especially when news breaks of a new virus or worm. Get the update before you get infected. While maintaining up-to-date security won’t protect you from general system failures, it can prevent your computer from being corrupted by outside influences.
Of course, there is also an endless array of products available that can help you back up your work and recover from system corruptions.
GoBack, is an excellent product if you work in a small or remote office, or somewhere that does not have an IT pro readily available. The product allows you to return to your computer’s settings and configurations before you experienced a system failure. However, if you did not save your work before the system crashed, it’s not going to be there when you go back with GoBack. The utility also requires that you make available 10 percent of your hard disk space in order to get the full benefit of the program. While that may not seem like a lot of space to devote to a single utility, it is surprising how quickly the hard disk can be eaten up when multiple applications and programs are running.
There are literally dozens of options when it comes to backup utilities. I would encourage you to check out several before deciding on which will best suit your needs (and if you have a favorite that isn’t listed here, please send me the utility’s name and Web site).
Second Copy 2000, from a company called Centered Systems, is a popular choice for backing up material. The utility makes a second copy (hence the name) of your files in another directory, onto a disk or across a computer network, if you happen to be logged on to one. Once you load Second Copy, it pretty much takes care of the files you entrust to its care; it will monitor the source or original files and update the second copies as the originals are altered. You don’t have to think about making backup copies of any of your updated files, because Second Copy is doing it for you. Second Copy looks like a regular Window’s application and the icons and buttons are all self explanatory and easy to use. Nevertheless, there is a Tips and Tricks page on the Second Copy Web site. The utility also comes with a Help file and an installation and set-up wizard. Second Copy offers a free 30-day trial; after that, a license needs to be purchased for $29.95.
For backing up the regular Microsoft Office files we use all the time, an easy solution is provided by Creative Copy Express, from Choice Consultants. The utility hibernates until it is scheduled to go into action, then it makes backup copies of your Word, Excel, PowerPoint and NotePad files. The software program is downloadable and includes an extensive Help file and technical support. The user license is $24.99 and the utility is available for a free 30-day trial period.
Sometimes a system crash isn’t your problem – the Delete button is. In our haste to keep our systems free from clutter and extraneous information and files, we become overzealous in our use of the Recycle Bin and the emptying of the Recycle Bin. If you’ve accidentally trashed something you wanted to treasure, check out Undelete 3.0 from Executive Software. Undelete is a utility that gives all of your files at least a second chance, if not a third or fourth chance. Essentially, the Windows Recycle Bin is replaced with Undelete’s Recovery Bin. The Recovery Bin captures all files that are on their way out of your system, whether you want them out or not. If you’ve accidentally sent something to the Recovery Bin, you can get it back with the click of a button. If you’ve emptied the Recovery Bin and decide you want one of those files back, to can get that back, too. If you decide you want back the files you trashed even before you installed Undelete, you can even get those back, as well. You can choose to have Undelete purge the Recovery Bin on a specific day, or every day. You can also use Undelete’s SecureDelete feature for disposing of sensitive information you wouldn’t want anyone to recover. Undelete is available for a 30-day trail; the home edition costs $29.95 and workstation licenses start at $44.95 per user.
Whichever backup road you choose, make sure you get the most for your money by actually putting the utility into play. Even the best backup programs – like the Save button – don’t do you any good if you don’t use them properly.
By T.J. Ripley from AIRS, the global leader in Internet recruitment news, information, training and tools.
