|Data Backup Procedures|
|04 Dec 09
SECTION 1: SCOPE OF DOCUMENT
1.2. WHAT IS BACKUP?
1.3 BACKUP TERMINOLOGIES
1.4 WHAT TO BACKUP?
1.5 METHODS OF BACKUP
1.6 SCHEDULE OF BACKUP
SECTION 2: RECOMMENDATION FOR BACKUP FOLDER ON PC
2.1. PERFORMING DATA BACKUP (USING COPY & PASTE)
2.2 PROCEDURES TO BACKUP FILES ON DESKTOP AND MY DOCUMENTS
SECTION 3: EMAIL BACKUP: MS OUTLOOK
SECTION 4: BACKUP WINDOWS MAIL (IN VISTA)
4.1 BACKUP ADDRESS BOOK/ CONTACT LIST
SECTION 5: FOR USERS USING OUTLOOK EXPRESS (OE) IN WINDOWS XP
5.1 BACKUP ADDRESS BOOK IN OUTLOOK EXPRESS
SECTION 6: BACKUP TO A DVD
6.1 WHY BACKUP TO DVD?
6.2 HOW TO BACKUP TO DVD?
6.3 WHAT IS MULTI-SESSION CD/DVD?
6.4 PROCEDURE ON HOW TO BURN DATA TO A DVD
This document can be used to assist user to backup the data files on their workstations in view of recovering the data in the event of a system failure.
Backup is the process of taking all data stored on a computer and copying it on DVDs, or another storage medium. One of the cardinal rules in using computers is back up your files regularly. Even the most reliable computer is apt to break down eventually. It is recommended that you make two, or even three, backups of your entire file every month. To be safe, you should keep one backup in a different location from the others. You must also ensure that you backup data is not accessible to anyone else.
Full backup is the starting point for all other backups, and contains all the data in the folders and files that are selected to be backed up. Because the full backup stores all files and folders, frequent full backups result in faster and simpler restore operations. Remember that the type of backup you choose will affect the time spent to backup, or restore your data.
A differential backup contains all files that have changed since the last FULL backup. The advantage of a differential backup is that it shortens restore time compared to a full backup or an incremental backup. However, if you perform the differential backup too many times, the size of the differential backup might grow to be larger than the baseline full backup.An incremental backup stores all files that have changed since the last FULL, DIFFERENTIAL OR INCREMENTAL backup. The advantage of an incremental backup is that it takes the least time to complete. However, during a restore operation, each incremental backup is processed, which could result in a lengthy restore job.
It is recommended to backup:
The following media can be used for backup
It is recommended to backup data regularly (at least once per week) depending on frequency of changes.
It is the responsibility of the user to backup his/her files. CITS technical staff will only restore what has been backed up. However, we can assist/help on backup methods, but member of staff must ensure that all their data have been backed up properly. CITS will not take any responsibilities if all files have not been backup.
For ease of backup, it is suggested that a folder is created on desktop containing sub folders Mail, Desktop (for items on desktop), My Documents, files (favorites and other files) as per screenshots below.
In Windows XP, Organise is replaced by Edit.
Procedures for Windows XP:
For Windows XP, Click on Edit paste.
Shortcut Keys for Copy and paste:
CTRL+A: Select all
CTRL+ C: Copy all current selection
CTRL+ V: Paste files
It is recommended to use the following email client applications:
Microsoft Outlook (Most Recommended), Outlook Express or MS Mail.
Backup of Ms Outlook 2003/2007
In MS outlook, all mails are stored in a PST File.
Microsoft introduced a new .pst format with the release of Office 2003 which has a greater storage capacity and supports multilingual Unicode . Personal folder files (.pst) created using Office 2003 or 2007 will not be able to be opened by earlier versions of Office.
The Maximum of supported PST file is 2GB. Whilst Outlook may continue to work if the PST file has reached over 2GB, the user may experience intermittent problems while sending/receiving mails. Hence, it is recommended to split/Archive old mails when PST file becomes big.
Backing up outlook data file:
If files are on different locations, you must backup all files with the same procedure.
1. Click on TOOLS, Options.
2. Click on advance, and then click on Maintenance
3. Click on Store Folder. The link where all mails are stored is displayed.
4. Copy the link
5. Paste it in an address bar.
6. Open the location and copy all Files to the folder “Backup>>>Mail” on desktop. This folder will later be backed up by Nero.
Since a DVD can easily store as many as 7 CDs, a user can back up 4GB to a single DVD with a little compression. Using DVDs instead of CDs will speed up large backups considerably and will also greatly simplify storage.
Most likely, you will reap the most benefit from backup to DVD if:
To backup your files to DVD, just launch the DVD software (Nero), insert a DVD disc into your DVD drive, add your files to the backup set, choose DVD as your backup destination, check the Erase discs automatically option if you are using a DVD-/+RW disc, select the compression level, compression type, whether you will use encryption or not and define a backup schedule. You can launch the item immediately by pressing the Finish button or after creating the item. You can add files to the backup set later and use the same item to backup files to DVD.
A multi-session CD/DVD is a recordable CD/DVD format (like a CD-R) that allows the recording of a compact disk to be conducted in more than one recording session. If there is free space left on the CD/DVD after the first session, additional data can be written to it at a later date. Each session has its own lead in, program area, and lead out. This takes up about 20 megabytes of space, and therefore, is less efficient than recording data all at once.
In case you are having any problem concerning backup, please feel free to contact Helpdesk CITS on 7777 or send a request by mail to helpdesk @uom.ac.mu