You can buy a new hard drive with money, but it won't contain the data you had on your old one.
This might seem obvious, but it's a question I get asked a lot in my line of work.
When a technician tells a customer that their hard drive is damaged and needs to be replaced, the customer often asks,
"Will all my data still be there on the new drive?"
If they don't have the knowledge, it's natural for them not to know that data isn't transferred automatically. It's not strange or ignorant. Most customers think this way. So, as engineers, we have to explain the function and role of a hard drive to make them understand that the data was stored on the old drive.
Data cannot be bought with money, which is why backups are crucial.
While it's true that data itself can't be purchased, deleted or damaged data can sometimes be recovered for a fee. Although this process is not always 100% successful, it is often possible to retrieve some data. Technically speaking, it's feasible.
However, data recovery is a complex process. The best approach is to regularly back up your data. Data recovery is not something a layperson can easily do. Consulting a technician is the best way to prevent further data loss. It is not uncommon for users to try various methods on their own, only to make the recovery process more difficult when they finally seek professional help.
Data Backup Frequency
Determine how often your data is updated. If new data updates slowly, for instance, on a monthly basis, then backing up once a month might be sufficient. However, if new data accumulates daily, it's better to back up once a week. For small clinics or sales management, where critical data is generated every day, using a program that automatically backs up data daily is advisable.
The reason for discussing backup frequency is practical: backups can be tedious and easy to neglect since their importance often isn't apparent until a problem occurs. Realistically, who would back up their data daily for an event that may never happen? It's impractical.
If losing a week's worth of data doesn't disrupt your work, make it a habit to back up every weekend before leaving the office. If you can afford to lose a month's worth of data without significant issues, then back up at the end of each month as a routine.
Setting the Backup Manager
It’s essential to assign a backup manager. While individuals can back up their own PCs, shared folder PCs require a dedicated person responsible for their backup. Without a designated manager, backups might be neglected entirely.
Backup Methods and Precautions
Backing up data can be done using USB drives, external hard drives, or even web storage. If the data size is manageable, you can also compress the files and email them to yourself, especially since large email attachments are now supported.
USB drives and external hard drives should always be disconnected from the PC after the backup is complete. Keeping them plugged in defeats the purpose of a secure backup. The same goes for web storage; avoid setting it to continuously sync with your PC. This precaution is necessary because if your PC gets infected with a virus, any connected storage devices can also get infected, rendering the backup useless. Therefore, once the backup is done, store the USB drive or external hard drive separately, like in a drawer.
If you suspect there is an issue with the data on your PC, check the backup on another PC to ensure its integrity.
By following these guidelines, you can perform backups simply and accurately. This method is particularly recommended for individuals and small businesses, where understanding and prioritizing backups might not be common. Just as people might not know where the fire extinguisher is until there's a fire, they might not realize the importance of backups until data loss occurs.
Having a backup plan in place is crucial. If your PC breaks down, having a reliable backup on a USB drive becomes indispensable. Reviewing backup methods and precautions tailored to your needs can be very helpful.
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