This document has been written as an introduction and guideline for file storage and backing up the data on your Macintosh computer. The style and finesse suggested in this document can vary depending on your personal taste or needs.
File Management
File management is very important when working on computers, and is often overlooked or not considered by users. Logical storage methods will help ensure that you will always be able to find your documents, as well as in their recovery should you have an equipment failure.
Since April 2000, all Macintosh computers at TESC were deployed with a DATA folder on the hard drive.
If you don’t have a DATA folder on your hard drive, I strongly recommend that you create one and start using it as outlined herein. If all your data is in one place, it will be much easier to find, keep in logical order and, most importantly, BACK UP. Also, if all your data is in ONE KNOWN LOCATION when you bring it in for service, your friendly Technical Support Staff will be able to make a safe and complete copy prior to repair without worrying about accidental loss. Computer directory structures can be large and have lots of places to misplace data. Remember: the tech working on your computer has no idea what personal data is on it.
Whenever you create a document, or receive one via email, disk or from a network drive, you should save it immediately. Even if your letter/spreadsheet/etc. has no characters on the page, give it a name and store it in a logical location. This may sounds a little extreme, but how much information are you willing to lose? One word? One paragraph? 3 pages? An entire document?
A computer is likely the most complicated device you come in contact with on a daily basis, and it doesn’t take very much to interrupt its operation. A system crash/freeze, application lock-up, power failure or just a flickering of power, someone tripping on the power cord, or a circuit breaker tripping can really ruin your day...put your project behind schedule…or make you start over on that presentation that is due in 1 hour.
At some point YOU WILL lose data. Ask yourself, how much are you willing to lose?
How should I store all my files?
Have you ever used a filing cabinet? The odds are pretty good that you have. When it comes time to file a document, do you simply open a drawer and drop it in? No, of course not. You have a system of labels:
Every level has a logical label in your cabinet, doesn’t it? Sure it does! How else would you keep track of all your papers?
Here is an example of a logically ordered DATA folder. It is shown in a collapsed and expanded view:
“Nesting” folders (folder in a folder in a folder…) will help you keep track of all your data on a day to day basis, and will make backing up a whole lot easier.
Backing Up Your Data
Which files should I back up?
If you have all the operating system and application (Office, Photoshop, File Maker, etc.) CDs, all you need to back up are the files you have created or have had sent to you (ie: the stuff in your filing cabinet, not the text books on your shelf). Applications can be restored from their installation CD, so they are already backed up.
A computer is likely the most complicated device you come in contact with on a daily basis, and it doesn’t take very much to interrupt its operation. A system crash/freeze, application lock-up, power failure or just a flickering of power, someone tripping on the power cord, or a circuit breaker tripping can really ruin your day...put your project behind schedule…or make you start over on that presentation that is due in 1 hour.
At some point YOU WILL lose data. Ask yourself, how much are you willing to lose?
IMPORTANT: There are 3 types of computer users:
How would you feel if you lost a single document from your filing cabinet? A folder? A whole drawer?
Your data files are vastly more valuable than your computer platform. It is up to you to protect them.
If you use the File Management strategy outlined at the beginning of this document, then back-ups will be extremely easy and take almost no time at all.
To what should I back up my data?
That would depend on what technology you have at your disposal. Whether saving to your network drive folder, a Zip Drive, CD ROM, etc., the principle is pretty much the same. I will be using a ZIP drive for my examples. Network Drive back-ups will be covered in a separate document to discuss drive mapping.
How do I do it?
First, create a folder on the ZIP drive with the date you backed up the data. This will make it easy for you to find the most recent back-up. Then simply drag your DATA folder into the dated folder:
That’s it, you’re done! Really! It’s that simple.
For additional protection with ZIP/removable media
Get two Zip disks. Label one “A” and the other “B.” This week use disk A. Next week use disk B. Week 3, use disk A again. Play leap frog with your disks. Why? Floppies, Zips, and CDs are cheap pieces of plastic that can fail. If you play leap frog, you will have your second most recent back-up should your most recent fail. If you date your folders like I suggested, you can keep as many versions as your can fit on a disk. When you run out of space, simply throw a few of the older ones away.
How often should I back up my data?
That’s really up to you, and how much you are willing to lose. I would recommend nothing less than once a week. Go into Outlook/Exchange and create a recurring appointment for yourself on Friday afternoon. Every week your computer will pop a reminder to back up your data.
If you are working on an important project, you may want to back up your data ever day. A few years ago when I was writing a book, I did a back-up every time I stopped for a break, lunch or quit for the day.
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