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Hack 75 Build a Better Backup Strategy

Don't be blindsided by disk
crashes and other disasters. Here's how to have a
backup ready at any time for any reason.

I used to use 3.5 inch
diskettes for backup; to back up to disks today would take me
approximately 98,000 diskettes. While we don't use
diskettes for major backup procedures anymore, a lot of the thinking
that goes into a backup is still pretty ancient.

I don't believe any users actually set out on a
given day to destroy a functional operating system, but you know as
well as I do that it happens. A little tweak here, a Registry edit
there, a power surge or perhaps a badly behaved application that
trashes the computer. We've all been there and when
it happens I can almost guarantee you that if you listen closely
you'll hear something approximating,
"Darn. I meant to _____," where the
blank is whatever backup task you have been putting off.

In addition to making yourself do the backup,
there are a few steps I recommend to make your backup procedure
easier, more convenient, and more effective.

8.4.1 Map Out a Backup Plan

I recommend separating the operating
system and programs from the data when it's backed
up. All three componentsoperating systems, programs, and
datahave become huge over the years. In most cases, lumping
them into a single, large backup is a waste of time, especially for
home users.

Before you actually back up anything you need to ask yourself some
questions:

How will the backup be saved? Many of today's computers come with devices that are
suitable for backups; CD-R and CD-RW drives, tape drives, removable
cartridge drives, and even a second hard drive can be used to store
backups. With the exception of the second hard drive, any of those
mentioned can be removed from the site where the system is located,
and even the hard drive can be relocated by using specialty cradles
that allow it to be plugged in and removed easily. There are a number
of web-based hosting services that can be used for offsite storage
for a monthly subscription fee. Business users normally back up to a
company server, either local or remote, and the IS department takes
over from that point.

The best system is one you think you'll actually
use, so that you'll have the backup.

Where will the backup be stored once it's created? If fire, flood, or theft should strike where the
system is located, the backup should be available from another
location to restore the system and data files. Unfortunately, safe
storage of the backup can be hard to get on-site. If you
don't use an off-site service, consider storing your
backups in one of the small fireproof chests that can be purchased at
most department or office supply stores.

What files should be backed up? At one time, it was
accepted, if not almost reasonable, to back up everything on a system
at one time. But the amounts of data and the size of applications
make that procedure very outdated. Here are three categories of data:

System files

There is no need for the average user to back up operating system
files. What is important is to protect the
original media (i.e., the Windows XP CD and all of your program
installation discs). Windows XP comes with System Restore, which
backs up all of your system files automatically, or you can create a
restore point whenever you prefer. System Restore is specifically
designed to act in concert with the operating system to restore it in
case of a system problem.

If you don't like or trust System Restore, a number
of programs are available that image the system and allow you to
reinstall it in a fraction of the normal time. Ghost by Symantec is
one of the popular choices (http://www.symantec.com).

Archive files

These are
files acquired through any number of methods, either downloaded or
created by you, that don't change once they have
been created. Image and audio files are good examples in this
category. They are looked at and listened to for enjoyment, but as a
rule they seldom if ever receive any modification once they have been
added to your system. Don't back these up more than
once.

Current data files

More than anything else on your system, these
are the files you most want backed up and protected on a regular
basis. The list of included files will vary by user, but a few
examples are text documents, spreadsheets, financial records,
databases, email, Internet favorites, personal information managers
(PIMs), web site projects, and any other type of data you create and
work with or modify on a regular basis.

If the thought of losing one day's work makes the
hair on the back of your neck stand upright, then
you'd better have a tightly structured backup plan
and ensure that it's adhered to without fail. If you
have a computer full of spam and Freecell stats, it
doesn't make much difference when, or even if, you
back up.

8.4.2 System Organization Aids the Backup Process

How you organize your
system can make backup a relatively
painless process. Structuring the system so your data files are
organized in one area facilitates pointing the backup program to one
area rather than having to gather files from widespread locations. In
Windows XP, the My Documents folder is an excellent choice for this
purpose. Many programs default to saving created files in this
location, including Office XP.

Many power users don't use My Documents because of
its corny name; however, some of us have realized that
it's a nice shortcut to have (along with My
Pictures); because the applications default to these locations, you
have less chance of spreading your documents and photos around the
computer trying to find your chosen folder. If you
don't like the name, change it [Hack #12]. Or, if
you'd rather use your own organization structure but
want to designate one of your folders as "My
Documents," you can do that too [[Hack #8]].

Whatever location you choose, the important point is to use it for
all the data you create and work with or modify on a regular basis
that will be a part of the backup.

8.4.3 The Backup Utilities in Windows XP

While it isn't absolutely
essential to have a utility specifically designed for backing up a
computer system, it can make life easier. Both Windows XP Home and
Professional come with what Microsoft calls
the
Backup and Restore
Utility, better known as NTBackup. Unfortunately for XP Home users,
Backup and Restore is not installed by default, nor is it as fully
functional as the version installed by default in XP Professional.
Supposedly, the reason it's not installed by default
in XP Home is because XP Home does not support
Automated System Recovery (ASR), which is
a part of Backup and Restore. This in no way prevents you from making
a full backup in Home Edition, but it does limit the recovery or
restore options. Bottom line: if you have XP Professional,
you're ready to go. If you have XP Home, follow
these directions to install the Backup Utility
manually:

Insert the Windows installation CD into your CD drive and navigate to
[CD Drive]:\VALUEADD\MSFT\NTBACKUP, where
[CD Drive] is replaced by
E: or whatever letter represents your CD-ROM
drive.

Double-click the Ntbackup.msi file to start the
wizard that installs the Backup Utility.

When the wizard is complete, click Finish.

Here are a few things every hacker should know about
NTBackup.

8.4.3.1 I Want My CDs!

This really should go under the
"you've got to be kidding
me" category, but NTBackup does not allow you to
back up directly to a CD-R or CD-RW drive. Allegedly the best, most
stable, and advanced operating system Microsoft has offered, XP, has
no CD burner support in backup. The solution is to back up to an
alternative drive and then copy it to CD. There are many alternative
backup programs available that do support direct backups to CD-R and
CD-RW. Microsoft says their decision is by design. I say
it's from a lack of design. Considering how popular
CD-Rs and CD-RWs have become as backup mediaand how
inexpensive they arethis lack of design presents a major
problem for most people.

However, there is a way to store your backups on

CDs (or DVDs, if you're in
the early adopter wave and already have a DVD burner). First, back up
as you would normally, and then copy the resulting file to a CD-R or
CD-RW. If you have to restore a backup from the CD-R or CD-RW,
you'll be able to do that directly; you
won't have to first copy the file to another medium.

One problem you'll run across is that your backup
might be larger than the 650 MB or 700 MB that CDs hold. To solve the
problem, create two or more backup sets, each smaller than 650 or 700
MB (depending on your CD's capacity) separating data
from programs or operating system files as suggested earlier will
help you do this, and then copy each resulting set individually to a
different CD.

8.4.3.2 Restoring a backup

When
a
backup is created the data is not saved in
the same way you see it in the backup window where you select the
files and folders. A backup is a single file that has to be broken
apart during the restore process. To do so, it's
necessary to use the same program that created the backup file to
restore it to your system. Normally this is not a problem, except in
one special circumstance. Restore will want to return your data to
the location it occupied during the original backup. For example, if
you backed up data from D:\ and no longer have a
drive D:\ when you want to restore, the process
will fail.

8.4.3.3 XP Home, NTBackup, and Automated System Recovery (ASR)

The Windows XP Home Edition does not support

Automated System Recovery.
I've been told this is why NTBackup is not installed
by default in Home, but if that's the case, why
include the item on the Home CD in the value-added directory?
Whatever the reason, it's something you need to be
aware of, in spite of the option for ASR that appears in NTBackup
when installed on a XP Home machine. XP Professional users are good
to go with ASR.

8.4.4 Get a Better Backup Program

XP's built-in backup
program leaves a lot to be desired. But there are downloadable
try-before-you-buy backup programs that offer you more features. Two
of the best are Backup Plus and NTI Deluxe Backup Plus! Now.

Backup Plus

One of
the strengths of this program is its
simplicity, particularly when restoring backups. Even though the
program stores its backup file with a .bac
extension, in fact, the backup files are .zip
files. So, if you want to restore files or folders, you only need to
rename the backup file so that it has a .zip
extension and then open the file with an unzipping program, such as
the one built into Windows, or WinZip. Once you open the file, you
can unzip it as you would any normal .zip file.
The program also lets you schedule backups and, unlike
XP's backup program, will back up to any kind of
media, including CD-Rs and CR-RWs. Backup Plus is try-before-you-buy
software. You can download it from http://www.backupplus.net and try it for
free; if you decide to keep it, you should pay $39.95.

NTI Deluxe Backup Plus! Now

This is one of the more powerful and
flexible backup programs you can find. It can back up to any media
(including DVD-Rs), includes password protection for backup jobs, can
span media and drives when backing up, and lets you make a complete
image of your hard disk so that you can restore your entire system.
NTI Deluxe Backup Plus! Now is try-before-you-buy software. You can
download it from http://www.ntius.com and try it for free; if
you decide to keep it, you must pay $79.99.

Jim Foley and Preston Gralla