File Management and Protection/Data Protection/Backup techniques

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Backup techniques

What is a backup?

Back-up is the computer term meaning to make a copy of any data files which have been created.

How do I make a backup?

Use My Computer, Copy, and Paste to keep a backup copy of Files or Folders (files and folders stay the same, and can be copied onto another storage device easily and used immediately). This could be done on:

  • an external hard drive
  • a USB – Removable Storage Device
  • a CD or DVD if you had a CD or DVD writer

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Using Copy and Paste to Backup a File or Folder:
  1. Use My Computer to locate your Course Files folder
  2. Click once on the folder to select it
  3. Click on the Edit menu
  4. Select Copy

Now you need to go to the location you want to store (paste) your backup copy, we will use the Desktop.

  1. Minimise the My Computer window (and any other windows) by clicking on the minimise option located in the top right corner
  2. You should now be able to see your desktop
  3. Right-click on the desktop and select Paste, a copy of the folder will now be added to the desktop
  4. Rename the folder Course Files backup by right-clicking and using the Rename option.

Repeat the Backup steps, this time backing up a file not a folder.

When do I backup my programs and data?

You should back-up regularly depending on how often you enter data.

For example:

  • For daily data entry: at the end of the day, end of the week, end of the month and end of the year (often done at night)
  • For weekly data entry at the end of week, end of the month, end of the year
  • For monthly data entry at the end of each month and end of the year
  • Some businesses will back up only data that has changed during the day e.g. Bank Accounts

What do I do with the backups?

Keep backups securely off site in a fireproof environment which has no heat, no moisture, no magnetic interference. This is so that the data is not corrupted by heat, moisture, magnetic interference. Data is kept off site in case of natural disaster.

Backup and restore

The Backup and Restore function within Windows XP, 7 & 8 creates copies of your most important personal files for safety purposes, which you can restore if the worst comes to the worst.  See more information about Backup and Restore on the Microsoft website.

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Portfolio Activity

Please note: If you are completing the assessment for this course, then you need to complete this portfolio activity.

  • Re-familiarise yourself with the instructions on how to use ScreenR, from the Help section
  • Then use ScreenR to record the following steps for assessment:

Create folders and files for Harris Builders using the steps below:

  1. Create a new folder named Harris Builders on your desktop
  2. Create two sub-folders in the Harris Builders folder and call them: Correspondence and Projects
  3. Add new folders to the existing sub-folders for each of the following purposes below:
  * Create a folder where quotations sent by Harris Builders to their clients can be saved
  * Create a folder for work relating to new projects
  * Create a folder for work relating to existing projects

Please note: In the following steps, please show that you save your work frequently to prevent loss of data while you are working:

  1. Create a Word Processing document which includes the text Quotation Mr Wadesmith and add today‘s date. The document is a quotation letter for Mr Wadesmith regarding the installation of some equipment
  2. Save this document in the most appropriate folder with a suitable filename. Close the document
  3. Mr Wadesmith calls the next day to make some changes to the quotation you created. Create a new document and type quotation two Mr Wadesmith and add tomorrow‘s date at the top of the document
  4. Save your second document to Mr Wadesmith in the most appropriate folder, with a suitable file name. Close the document
  5. Create a backup of the Harris Builders folder, paste the backup to the desktop.
  6. Ensure you are recording this activity, then Delete the backup from the desktop.

Now you need to show that you can Log off from your computer (but we don't actually want you to log off!)

  1. Show the steps you would take to log off from your computer. When you get to the final step, click Cancel.

Save your recording and add it to your assessment portfolio.

PC 2781 3.1, 3.2