Data Backup and Storage - A Guide for Small Office Owners

Back-up is the duplication of files onto portable media so that if your PC or laptop crashes, data won't be lost into oblivion. Back up is typically procedural in large organizations but is often neglected by individuals and small companies. Some suggest backing up files and copying your hard drive weekly. It takes around 45 mins to backup a 500-megabyte hard disk. There are a couple of possibilities: In-house or Internet back up.

The following is a list of in-house back up choices. A significant number of these also double as tools used to transfer data between PCs:

1. Floppy disks - A 3.5" removable magnetic disc. Great for people who use their computer or laptop for personal finance and projects that have to be continuously backed up such as a film script. Not so ideal for large quantities of data as floppy disks don't have great storage capacity.

2. Zip Drives - A Zip Drive is a small, square-shaped magnetic disc that is great for backing-up your desktop or laptop. The 100-Mb size has capacity for the equivalent of 70 floppy disks. They also are sold in a 250-megabyte capacity. However, most computers do not have a Zip Disc drive installed and opinions differ on how much longer they will be around for.

3. CD's - There are different types of CD's that have ranging capabilities. Just to confuse us they are recognised by apparently similar acronyms; CD-R, CD-RW, CD+RW, and DDCD.

CD-R (Compact Disc - Recordable) is a CD that can be recorded to only once. It commonly saves up to 700 megabytes of data. Best for storing images or other permanent files. Not so appropriate for transferring files, as they can only be used once.

CD-RW/CD+RW - A CD-RW (Compact Disc Rewritable) and CD+RW can be recorded onto as frequently as desired. Data can be overwritten and deleted. In all other respects, the CD-RW is identical to the CD-R. If it wasn't for their finite durability, CD-RW's and CD+RW's could be re-used endlessly. Best for... moving changing files and storing temporary files. Not so ideal for storing important permanent files - in case they are accidentally erased!

Double Density CD (DDCD) - This disc has a much larger storage capacity than a conventional CD-R or CD-RW. Ideal for backups and storing archival data.

4. DVD's - Although DVD's are more often associated with home entertainment, they can also hold music and computer files; hence their name Digital Versatile disc.

DVD-ROM/DVD-R is similar to a movie DVD, but designed for PC's or laptops. The DVD-ROM stores data in the same manner as the CD-ROM. The upside greater storage space - will hold more files and has a faster speed than a CD. The disadvantages DVD-ROM's can be recorded on only once.

DVD-RW and DVD+RW - Similar to the CD-RW, a DVD-RW or DVD+RW(Digital Versatile Disc - Rewritable) can be recorded on, rewritten and erased multiple times. Besides this they are identical to the DVD-R. The DVD - and + are just different versions with identical functionality.

5. USB stick - A small portable memory stick that can hold up to 1Gb or more data. It is surprisingly lightweight and will work with any Desktop or laptop that has a USB port. The advantages More hard-wearing and portable than CD's or DVD's but still ideal for back-up. USB sticks are also fast and rewritable. The disadvantages More expensive than other storage options and the ease of use and compatibility of the memory stick increases the chance of spreading viruses or simple misplacement.

Another Backup option is uploading your files to an online website for safekeeping. If your PC crashes you can simply download them from the site. Examples of such websites are Backup Defender and My Backup but there are many others.

These websites will often charge for their services but can remove the hassle and security threats out of your data storage process.