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Making Backups

It’s easy to overlook the task of regularly backing up your data. But all it takes is one crash of your hard drive, a fire, a flood, a power surge, or the theft of your computer and you can spend a lifetime regretting it.

We’ve already pointed out some quick hardware and software backup options, but unless you actually do your backups, they won’t do you much good.

Once you set up your backup hardware or software, we recommend that you follow these rules to be sure you won’t lose any important files:

• Back up everything you need. Types of files that are commonly backed up include documents and templates, e-mail, databases, calendars, configuration files (like your FTP settings in Dreamweaver), Internet favorites and bookmarks. Back up all key files from images to databases. If you develop website pages offline and hold them for publication, consider setting up a way to backup your local files as well as those on the server.
• Assign one of your workers the responsibility of backing up your data on a regular schedule, daily or weekly. Don't let backing up get postponed or written off as something that can be done tomorrow. Backing up is only effective if it is done regularly; the best way to ensure that happens is to establish a backup schedule. Many backup software packages can be scheduled to run on off hours — after the work day ends or early in the morning before it begins — so that backing up won't interfere with your production schedule.
• If you make backups that are stored on tapes, DVDs or other removable media, consider making multiple copies and keeping them in several locations — not just in your office. That will ensure that you have your files if your office is caught in a fire, flood or hurricane.
• Test your backups. It won’t help to back up regularly only to discover you can't actually access the files you are protecting. On a periodic basis, open your backups and make sure you can retrieve all your files.
• Run backups before making major software and system changes. For example, if your web host plans to upgrade the operating system of your web server, back up your files prior to the upgrade. Do the same if changes are being made to hardware – for instance, when disks are upgraded or RAM is added.

Websites can be backed up locally; that entails keeping a copy of your website on your desktop computer. This isn't a bad solution for sites built with standard HTML files, but for sites that use content management software and databases, look into the backup options offered by your web hosting company.

If your site adds new content on a daily basis, look for a web host that can provide daily backups, preferably tape backups that are stored in a different location than the web server.

Finally, consider setting up and using a couple of backup methods. For example, you might do daily backups to an external hard drive that sits beside your desktop machine. On a weekly basis, you could also burn tape or DVD backups that you take home and store.

Remember, applications generally don't need to be backed up since they can be reinstalled. Do, however, keep and back up records of serial numbers for those applications as well as installation disks. If you have installed software by downloading it from another website instead of from a CD, be sure to also back up the installation files.

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