Planning for Backups
Before you learn about
the technical details of working with backup-related functionality in
Windows Vista, it is helpful to identify some of the requirements for
performing backups. In this section, you’ll learn about several
important concepts to keep in mind when helping customers plan for
backups.
Reasons for
Performing Backups
As mentioned earlier,
users often fail to recognize the importance of performing backups
until a problem occurs. There are several different reasons for
performing backups, and all focus on protecting against data loss.
Common sources of problems include the failure of hardware components
such as a disk controller or hard disk drive. Because hard disk drives
have moving components, they’re often one of the most vulnerable aspects
of the computer itself.
Although hardware failures
can and do occur, they are often relatively rare compared to another
data-related danger: user error. For home and small-business consumers,
it’s likely that they’ll accidentally delete or overwrite important
information at some time. When this happens, they’ll want to recover the
file or revert it to an earlier version.
Finally, the threat of
viruses and other types of malware can put users’ information at
significant risk. Some types of malicious software can directly access
files and make changes to their contents or delete them altogether. In
the worst cases, it might become necessary to recover the files from a
backup.
Selecting Files to
Back Up
When planning for
backup operations, it’s important to identify which types of files and
information must be protected. Computers contain a wide variety of
important data that is often stored in different locations on the
computer. With Windows Vista, some important types of data to back up
include the following:
Data files (documents, photos, video,
music, and so on)
Operating system
settings
Application settings
In the case of data
loss, all of this information is difficult to re-create, if it is
possible at all. In addition to settings and data, there are other types
of files that are required for proper operations of the computer. For
example, the Windows Vista operating system itself includes thousands of
different files necessary for proper operation. Additionally,
applications such as those included with Microsoft Office can contain
large numbers of files.
Although all files are important, in the case
of complete data loss, it is usually possible to reinstall programs or
the operating system from installation media. In some cases, you might want to advise
users to perform a complete backup of all data and files on their
computer. In other cases, technical limitations (such as the amount of
available disk space) will make this impossible.
Scheduling Backups
Another important
consideration related to planning for backups is determining how often
the data should be copied. The optimal answer varies based on the ways
in which customers use their computers. For example, if a home user
primarily uses the computer for accessing Web sites and Web-based
e-mail, a weekly backup might be suitable. On the other hand, a
small-business owner who relies on an accounting system and customer
project files might want to back up files daily or even several times
per day.
Backups can be performed
manually, but users should set up a scheduled backup process. This
helps ensure that users do not forget to perform regular backup
operations based on their requirements. Ideally, backups should be
performed when the user is not actively using the computer. It is
possible to perform various tasks while backups are running, but the
process can reduce performance. A typical schedule is to run a backup
operation in the evening or night, when users are less likely to be
using their desktops and notebooks.
There is one
additional scheduling consideration: for backup operations to be
performed, the computer must be on. Home and small-business users who
rely on desktop computers might choose to keep computers running when
they are finished using them. You can use the standard power management
options in Control Panel to ensure that systems use minimal energy when
not in use. Users of portable computers must also ensure that their
computers are connected to a power source for backups to be performed.
The reason for this is that the backup process itself can place a
significant load on the hard disk and other components of the system.
This can lead to the battery draining very quickly, often, before the
backup process is complete.
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Anil Desai
For many technical
professionals, there’s a tendency to focus on technology solutions
before the problem is properly defined. The process of implementing
backups is no exception. I sometimes find myself implementing a variety
of backup operations on users’ computers without first taking the time
to determine what is actually needed. First and foremost, it’s important
to recognize that the goal of performing backups is to provide the
ability to restore data.
So how can you
determine the restore requirements? As a Consumer Support Technician,
perhaps the most important aspect of the process is to listen to your
customers when they tell you how they use their computers. Some
questions you should be thinking of include the following:
What types of
information would be difficult to replace in the case of a complete data
loss? Usually, this includes users’ important data and media-related
files. In some cases, databases or other types of applications might
include additional information that must be protected. How often does data change on
the computer, and how important are the changes? For users who do most
of their work online or those that rarely modify system settings and
applications, less frequent backups might make more sense. What are the technical
constraints within which you must work? Often, disk space limitations
and the amount of time it takes to perform a backup will be important
factors. How
quickly does the user need to restore the system, assuming a complete
loss of all data? In some cases, it might be acceptable for the user to
reinstall the operating system and applications manually. Other types of
users, such as small-business owners, might find that downtime is
extremely costly. What
is the total amount of acceptable data loss? In a worst-case scenario,
users should be able to determine how much information they can stand to
lose. Occasional computer users might find that the loss of a week’s
worth of information is not a significant concern. Others might see a
high cost related to losing even a few hours’ worth of information.
Only after you’ve
determined customers’ requirements should you start working on the
technical details of implementing, scheduling, and testing the backup
process.
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Choosing Backup
Destinations
When planning to
perform backups, consider your customers’ hardware resources. It’s
important to determine where backups can be stored. Common examples of
backup destinations include the following:
Hard
disks The backup utilities of Windows
Vista enable storing backups on the hard disk. The backups themselves
can be stored to any local hard disk volume, but it is highly
recommended that they be stored on a separate physical disk drive from
the primary copy. This helps prevent the loss of the original data and
the backup in the case of hardware failure.
Removable media One of the most common methods for storing
backups is the use of writable CD- or DVD-based media. The primary
advantage of this approach is that blank discs are inexpensive and can
be easily stored in a secure location. Ideally, an entire backup will
fit on a single piece of media. If multiple discs are required, a user
needs to change them manually during the backup process. To perform a
restore operation, all of the discs that are part of a backup
set are required. If one or more discs
are missing, however, it is usually possible to restore some data from
the remaining media.
Network devices
It is possible to store backup information over the network. This is
most useful when an environment contains multiple computers that are
connected to the same network or when a network-based storage device is
available. The speed of the network connection can affect backup
performance, and it is important to ensure that the network connection
is reliable. Also, keep in mind that the destination device or computer
must be online and available for the backup process to occur.
Removable memory devices Memory devices typically plug in to a computer’s
universal serial bus (USB) port. In general, they provide a quick and
easy method for storing backup information. Often, however, the capacity
of the device is smaller than that of other backup media options. This
makes them more suitable for backups of smaller sets of files.
External hard disk drives These devices contain a hard disk or other
storage device that generally attaches to the computer through a USB or
FireWire connection. Because the drives are external, they can be
removed and stored in a safe location after the backup completes.
Note: Protecting backup data
It’s common for users to
store sensitive personal or financial information on their computers.
Keep in mind that when you make a backup, you’re creating a copy of all
of this information. For this reason, you should protect backups by
storing them in a secure location that is accessible only to authorized
individuals. Home users might choose to store them in a locked safe or
filing cabinet or another location (such as at their workplace).
Small-business owners might consider investing in an off-site backup
service that automatically stores media in another location.
Note: Backups using the Internet
There are numerous
online services that allow users to store backup copies on remote
servers by using the Internet. The benefit is that the backups are
automatically and securely stored on a remote server. Although this is
not a feature that is specifically supported by Windows Vista, it can be
a helpful option for home and small-business consumers.
