Data loss is a classic example of a preventable disaster, and we have no one to blame except ourselves in the aftermath.

What is Data Backup ?

How do we remember the phone numbers of all the people we know? We can't memorise it all. So we can note it down in a diary. What if this diary is lost? It would either take us days to get back everything again, or we wouldn't be able to complete the list at all. Most people use both their cell phone memory as well as a physical phone book / notepad. The process of creating a copy of necessary information at another location is called taking data backup. We save some data only if it is needed, so it makes sense to ensure what we saved remains intact. Backup, then, consists of the following steps:

• We create the original data.

• We save it at the current location, i.e. we save an MS Word file on the hard disk after writing something, or we save the photos we have just clicked in the memory of our digital camera.

• We take an output of this data as its backup, i.e. we burn a CD of the MS Word file, or create a DVD with the photos.

• We update the data as and when necessary, i.e. if we edit the file or the photos, we will now create a backup copy of the data as it currently stands.

Why Take Backups?

The digital mode usually gives a false sense of security. “I haven't written it down on a piece of paper that can easily be lost or destroyed, I have saved it in my cell phone,” -- this is what we tell ourselves. And then when the precious phone falls from the pocket to a puddle while hopping up on a bus, we blame the municipal corporation, the manufacturers of the phone, fate, or God. Is it not much better if we have a backup of our data to prevent it from getting lost due to all sorts of foreseen and unforeseen circumstances, instead of wringing our hands in despair over it?

The Advantages of Backup

Yes, it is tedious to maintain a regular backup of all the data that we need, be it personal or official. But the advantages outweigh the excuse of laziness by just too many factors.

• Digital backup is cheap and easy to maintain. A CD actually costs less than a notebook, and the price diminishes if bought in bulk. Blank DVDs will always cost less than buying a movie DVD from the store again. Once you have the backup mechanism in place, it is virtually maintenance-free.

• Data backups can prevent companies from disastrous endings. It is always cheaper to maintain a room full of tapes than to wrap up your business because you realise after the data loss that you do not have the necessary data to continue work.

• Data backup is a proof of authorship, a safety measure for confidential information, a step towards disaster management, an accessible record for reference, and a source of security.

The Hour of Need

Accidents and disasters don't give out calling cards before visiting, and neither do thieves or virus. Be it a global corporate giant or a student, having a backup is always more useful and cost-effective than running for recovery. We know all the horror stories -- a research paper disappearing on the eve of submission, hackers running away with intellectual property worth millions, or a traveller leaving his laptop behind in the hotel room. There is no harm in being prepared for the rainy day. Scores of British SMEs have shut shop due to inadequate data backup measures. Countless individuals have cursed themselves, unable to pay a data recovery professional, but with the problem beyond the capacity of recovery software. Why join the sad statistics?