Data is valuable stuff. Often far more valuable to us than our computer equipment. All the same we play it fast and loose with our email, contacts, documents, digital photos and the rest. Here are a few tips to avoid a data-loss disaster.

1. Switch to GMail

   A dedicated webmail-based email service such as GMail is a safer long-term option than any email account supplied by your internet service provider. Although most ISPs do provide a webmail interface these days, but what if you switch internet providers, or move abroad? Google will keep your mail safe forever because they want to use it to take over the world (just kidding. mostly).

2. Pick up an external hard-drive

   You can get a 1 terabyte USB drive for around $100 these days. It’s a device about the size of a hardback book which stores your data. Western Digital’s My Book is a reliable option. Plug it in, and follow the on-board software’s instructions to carry out manual backups. Replace your external drive every 5 years.

3. Automate your backups.

   Automated is always best. Even if you are extremely organised, the one time you forget to back up will be the one time you really needed it.

   If you are a Windows user, upgrade to Windows 7 Professional. Use the Backup and Restore Center to schedule weekly, or even nightly backups to your external hard-drive. Type ‘backup’ into the start menu and you’ll see it. The guided setup process is quick – just a couple of clicks and your computer will be making the first of many backups.

   If you are a Mac user, enable Time Machine to set up automatic backups to your external hard-drive. Type ‘Time Machine’ into Spotlight (the magnifying glass in the top-right of your screen) and you’ll see it under the search results. You’ll need the ‘Leopard’ (10.5) release of OSX or newer to use Time Machine.

   Regularly open your backup utility (i.e. Backup & Restore or Time Machine) and verify that the backups have been running.

4. Any kind of backup is better than none

   Can’t be bothered to do any of the above? Do you own a USB flash drive? If you don’t, buy one – it could save your skin. Plug it in and drag and drop your essential files onto it.

5. Be wary of unscrupulous repair services

   Repair technicians with other tech services are often careless with people’s data. One Superdorks client had previously had Windows reinstalled on her laptop by a well-known international computer tech squad. They wiped several gigabytes of valuable data in the process and then charged her over $1000 to recover the deleted files.

   Either back up your data yourself before having your machine serviced or request a backup to be carried out first. At the very least ensure that your technician agrees to preserve your data.

6. Only back up over a wire you can see

   Don’t back up over a wireless network. It’s a weak link in the chain. If the wireless signal drops out, your backup will fail. So don’t bother forking out for Apple’s Time Capsule. Get an external hard-drive for half the price and back up over a USB cable. Similarly backing up over the internet is not reliable as a sole method.

7. Don’t try and be too clever

   The more elaborate your backup plan, the more opportunities there are for it to fail. For example a simple plan which uses up lots of disk space is better than a fancy customized scheme using incremental / differential backups etc.

8. Don’t put it off!

   Back up your stuff. Now! Don’t wait until your hard-drive conks out or you leave your laptop on a train to realise how important it is.

9. Sync your handheld device with your computer regularly

   This gives you a backup of your calendar and your contacts if you lose either device.

10. Be paranoid

    Backups are one area in which paranoia is actually reasonably justified. Imagine a nightmare scenario. e.g. fire, theft etc. Test your backup system from time to time to see how well it would stand up.

Now that I’ve thrown you into a state of panic, lets capitalize on that paranoia and put some of the above tips into action. Go on. It might just save your bacon.