When a virus infects a computer, the owner can immediately lose their computer and can not be forced to use the factory recovery CD. The CD, which is accompanied by the most new computers, the computer to restore the factory settings.

Anti-virus software is quite affordable considering it’s wealth of use. Without it, computer users are at constant risk for computer viruses. An anti-virus software can be found in the rule to any computer manufacturer website, retail store’s electronic department or online at many retailers selling computers.

Everyone thought that their computer should refrain from being infected with a virus sending e-mail or uploading photos to family and friends. Otherwise, the virus can infect their computers.

Antivirus software is usually on a CD-ROM, but can also be downloaded from several manufacturers. By double-clicking on the software, the antivirus program will begin to carry out an analysis of your entire computer. As it progresses, it will give you an update on all kinds of viruses or files that can be a source of concern. In addition, some anti-virus software allows users to scan a single file before opening. For example, if a computer user a picture were to upload it, but I did a virus scan on it before opening the file, he / she can click on the anti-virus software on you and forward them to the relevant file. The anti-virus program to read the file for possible viruses and publish the results immediately on the screen. This allows the computer user to know which files are safe and which are not.

In today’s world, anti-virus software is to computers as Tylenol is to headaches. You both a preventive and a cure for certain diseases to affect a computer. installed if a user does not pre-installed anti-virus software on your computer, it is recommended that the purchase of a program immediately before connecting to the Internet.

There are many files that are worth the time and investment involved in obtaining good computer backup software. Examples of such files are:

• Bank records
• Personal documents
• Digital photos
• Address books
• Software downloads
• Special projects

The best computer backup software not only creates a copy of your documents automatically, but it uses encryption algorithms to protect your information from unauthorized access and spyware. Your filename will also be encrypted to protect against intrusions. Most computer backup software is quite user friendly, and new files can be added instantly at the click of a mouse.

In addition to many great features, most computer backup software will enable you to:

• Create new backup programs
• Select files and folders for backup
• Define compression settings
• Choose target of backup
• Store backup info in various locations

The best computer backup programs are not rigid, but allow the user the flexibility to choose where and how their files will be stored. You can choose to have everything copied automatically, or specify which files you wish to have a backup. If you have a large volume of material to store, you can select compression settings, which will minimize the size of your documents and will enable you to store more information. You can also choose where you want your backup information to be stored, and you can place the data in various locations automatically, for instance, in your hard drive, USB stick, Network folder, CD, DVD and Remote FTP Server. You can also create a simultaneous backup communication between a remote FTP server and local storage devices.

Your computer backup software should provide easy user interface, the option to store your data in multiple versions and the capability to restore your files to their original folders. Most programs have a very easy to use help menu, and many have service lines to help customers who wish to communicate with an assistant. You can also obtain special features for your computer backup software, such as a disaster recovery CD or DVD, which will get your computer back up and running after a crash. You can have peer to peer backups for extra protection and virus scanning capabilities that will safeguard your valuable files against tampering.

Computer backup software varies in prices, and it is worthwhile to invest in the best program you can afford, especially if your business depends on valuable files. Don’t let an unexpected computer crash destroy your valuable data, but invest in computer backup software today.

Magnetic Storage: Hard disks, floppy disks and digital audiotape are examples of Magnetic storage. They operate through a read/write head, which creates and reads magnetic impressions on the disk.

The downside…

•    The magnetic impression only lasts for around five years
•    The capacity of most removable magnetic disks is too low for many types of files

Optical storage

Optical Storage holds information in digital form that is written and read by a laser. All CD and DVD devices are examples of this.

The upside…

•    Increased capacity: one Optical disc can store the same amount of data as over 500 diskettes
•     Durability: they last up to seven times as long as Magnetic forms of storage

Flash Memory (Solid-State Removable Storage)

Solid-state memory (or Flash memory) is a high-performance plug-and-play storage device that contains no moving parts. It is found in digital cameras, video game consoles and digital audio players. You can use it in the form of USB Flash Drives to transfer or backup data. Flash memory is small, light and fast.

Backup

Backup is the copying of files onto portable media so that if your computer crashes, data won’t be lost in oblivion. Backup is usually routine in large businesses but is often neglected by individual users. Some suggest backing up data files and duplicating your hard drive weekly. It takes around 45 minutes to backup a 500-megabyte hard disk.

There are two options- Local or Internet backup. The following is a list of Local backup options. Most of these also double as devices used to transfer data between computers.
•    Diskettes
•    Zip Drives
•    CD’s
•    DVD’s
•    Flash Drive

Internet Backup

Another backup option is sending your files to an Internet site for safekeeping. If your computer crashes you can simply download them from the site. Here are a few examples of such sites:

Backup Defender- www.backupdefender.co.nz
My Backup- www.mybackup.co.nz

N.B. The author does not recommend or endorse any of the above service providers.

Diskettes and Zip Drives

Diskette

A Diskette is a 3.5-inch removable magnetic disk. The older version, the floppy disk, is 5.25 inches square and flexible. Copying to a diskette is quick and economical.

Ideal for…

•    Those who use their PC for personal finance – the diskette enables you to retrieve checkbook balances etc.
•    Projects that need to be continuously backed up such as a film script, as it is a cheap alternative.

Not so good for…

•    Some newer computer and laptop models that do not have a diskette or floppy drive installed.
•    Large amounts of data as diskettes don’t have a great storage capacity

Zip Drives

A Zip drive is a small, square shaped magnetic disk that is ideal for backing up your PC. The 100-megabyte size holds the equivalent of 70 floppy diskettes. They also come in a 250-megabyte size

Ideal for…

•    Duplicating your entire disc drive
•    Archiving
•    Storing graphic images or other large files
•     Transferring large files
•    Keeping certain data separate from files on your hard disk

The downside…

•    They seem to be a fleeting technology – most computers do not have a Zip Disc drive installed and opinion varies on how long they will be around for.

Compact Disks

There are different standards of CD’s that have different capabilities. Just to confuse us they are recognized by seemingly similar acronyms; CD-R, CD-RW, CD+RW, DDCD and E-CD.

CD-R

CD-R (Compact Disc – Recordable) is a CD that can be recorded to only once. It usually holds 74 minutes of audio or 650 MB of data, although newer versions hold up to 80 minutes of audio (700 MB of data). If your PC has CD burning software and a compatible CD-R or CD-RW drive, the CD-R can be used in the same way as a diskette. However unlike a diskette it cannot be deleted or overwritten. Look out for CD-Rs that have an additional protective layer which make them less susceptible to damage caused through scratching.
Ideal for…

•    Making music CD’s
•    Storing photos
•    Storing permanent data

Not so good for…

•    Transferring files as they can only be used once

CD-RW/CD+RW

A CD-RW (Compact Disc Rewritable) and CD+RW can be recorded onto as many times as desired. Data can be overwritten and erased. Other than this, the CD-RW is identical to the CD-R. If it wasn’t for their finite durability CD-RW’s and CD+RW’s could be reused endlessly.

Ideal for…

•    Transferring files
•    Holding temporary data

Not so good for…

•    Holding important permanent files-in case they are accidentally deleted

Double Density CD (DDCD)
This disc has a much greater storage capacity than an average CD-R or CD-RW.

Ideal for…
•    Backing up
•    Storing archival data

Enhanced CD
Enhanced CD (E-CD) is an audio CD with CD-ROM data added. CD-ROM data is added in the space not taken by audio. Recording artists can use this to include videos, lyrics, interviews or promo material. The E-CD can be played on a CD player but to view additional material you need access to a multimedia-capable device, such as a CD-i player, DVD-ROM, or CD-ROM drive.

Bridge Disks
A CD-Bridge disc holds extra information on a CD-ROM XA track. The disc can be played on either a CD-i player attached to a television, or a CD-ROM XA drive attached to a computer. Software such as Photo or a Karaoke CD player can provide lots of fun with the Bridge Disk.

DVD (Digital Versatile Disk): More than movies

Although DVD’s have become more associated with video, they can also hold audio and computer data; hence their name Digital Versatile Disk. Like the CD, a DVD is a 120-mm by 1.2mm thick disk. However the DVD has more tracks than a CD so holds far more data. CD’s have an unvarying storage capacity of 750MB, whereas DVD’s store up to 17GB.

A range of acronyms is also used to distinguish between the different types and capabilities of DVD’s available. These include DVD-ROM, DVD-R, DVD-RW, DVD+RW and DVD-Audio.
DVD-ROM

DVD-ROM (Digital Versatile Disc – Read Only Memory) is similar to a movie DVD, but is designed for computers. The DVD-ROM stores data in the same way that the CD-ROM does and is used in the DVD-ROM drive of your PC.

The upside…

•    Larger storage space – hold more data than a CD
•    Can be filled with nearly everything; video, music or computer specific data
•    A base speed of 1.32 megabytes/sec

The downside…

•    Many older computers do not have a DVD-Rom drive installed
•    Can be recorded on only once

DVD-Audio

DVD-Audio (DVD-A) is designed for audio data and high-quality music. Its storage capacity is seven times that of a CD and provides at least twice the sound quality. Like the Enhanced CD, DVD-A can contain other data, providing the listener with extra information such as lyrics or images. DVD-A is predicted by many to replace the standard audio CD in the music industry.

DVD-R

Like the CD-R, the DVD-R (Digital Versatile Disc-Recordable) can be recorded on once.

The upside…

•    A DVD-R can contain an assortment of information; video, text, audio and computer data

•    A DVD-R can be played on your normal DVD video player but remember, if you have additional data not of the same format e.g. video and audio together, you will need a DVD-ROM or Multimedia player of some kind

•    A DVD-R is read at the same speed as commercially made DVD’s

DVD-RW and DVD+RW
Similar to the CD-RW, a DVD-RW or DVD+RW (Digital Versatile Disc – Rewritable) can be recorded on, rewritten and erased multiple times. Other than this they are identical to the DVD-R.
DVD minus and plus are just different versions with the same functionality.

The Future of CD/DVD Storage

The majority of the technology industry predicts that soon DVD’s, with their larger storage capacity and faster access time, will replace CD’s. DVD-ROM drives are likely to be sold with new computer systems in the way that CD-ROM drives once were. However we are always on the cusp of newer technologies, such as the HD-ROM.

HD-ROM (High Density-Read Only Memory)

HD-ROM uses a more precise particle beam to write data. This enables information to be written on more durable materials such as metal so storage is virtually permanent. HD-ROM has hundreds of times the storage capacity of the CD-ROM.

Flash Drives

A Flash drive is a small portable memory stick that holds anywhere from 1Mb to 1GB of data. It is surprisingly lightweight and is often worn around the neck or carried as a funky key chain. They are compatible with any PC that has USB port and with Mac OS 9 and OS X, Windows 2000 and XP or Linux 2.4.17.

The upside…

•    Durable – more so than CD’s or DVD’s
•    No need for batteries or a separate power source
•    Convenient – your computer should recognize the additional drive as soon as you insert it into the USB port
•    Ideal for backup
•    Larger storage capacity then many other portable devices
•    More portable than ZIP drives, CD’s and Diskettes
•    Quick transfer rate (approx. 1Mb/sec)
•    Edit, rewrite, delete as many times as desired
•    Help desk personnel can use Flash Drives as a portable toolkit that includes system updates and recovery tools.

The downside…

•    More expensive than other portable devices
•    Viruses – The portability and compatibility of the Flash Drive increases the chance of spreading viruses. In many cases viruses carried by a Flash Drive will not be detected as most antivirus software is reactive and only recognizes known viruses
•    Theft – a Flash Drive can make it easier for data to be stolen from an unlocked PC
•    Little Security – the size and weight of the Flash drive makes it very easy to misplace.  Most have little or no security features and data is accessed easily. Some Flash Drives do have built in security; either a password or in some cases a finger print system – but this comes at a price.

The backup process starts after the installation and registration of backup software on the user’s system. The backup process automatically detects important data files that are located anywhere on your hard disk and creates a backup set. You can fine-tune your backup set by adding and deselecting files and folders.

Back ups are quick and efficient, even over a dial up connection!
After the file selection is made you can initiate the backup process at any time. The initial backup will be the most time consuming since you must transfer all of your files to the data center. Online backup process has features such as Send-Once technology and file compression to perform this transfer as efficiently as possible. Easy backup utility unlike the conventional back up makes your backup process quick and very easy to perform. The Backup Solution software can store multiple versions of each file backed up during the last three months. This backup restore utility allows you to quickly restore a prior version of a file if an accident occurs overwriting a file template without changing the name.

Our scheduled, unattended backup process assures that backup occurs regularly and with certainty. Our backup software is smart enough to tune the backup process, it can happen automatically on a schedule, can be initiated by the users, or can be configured to occur in the background whenever a traveling computer is connected to the Internet.

What happens in case of emergency?
If data from your computer, laptop, PDA or mobile phone is ever lost, stolen or corrupted, Data back up and recovery ensures that there is always a current copy available for immediate retrieval. All you have to do is simply select the data you want to restore, be it a single document, digital photos, music files or your entire hard drive, then select OK and watch a copy instantly return to your computer. It’s that easy. Such data back up services automatically archives 30 previous copies of your data, so if you ever get a virus, you can go back in time and retrieve a clean copy that was made before the attack. Try online to find out how you can get your data recovered on time.

If I asked you the question: which part of your computer is the most fragile, what would you say? What if I asked: which part is most important to you?
Often, the answer to both of these questions is your Hard Drive.

Your hard drive is likely one the most important things you own. It contains work data, school data, emails, photos, music, movies, tax information, etc… Incidentally, the hard drive is also one of only two moving components in your computer (the other being your optical drive). The following is a list of important maintenance and monitoring techniques you can use to maximize the life of your hard drive and prevent data loss.

Hard drives are physically fragile – handle with care

Statistics show that 25% of lost data is due to a failure of a portable drive. (Source: 2001 Cost of Downtime Survey Results)
Contrary to its seemingly rugged appearance, your hard disk is a very delicate device that writes and reads data using microscopic magnetic particles. Any vibration, shock, and other careless operation may damage your drive and cause or contribute to the possibility of a failure. This is especially relevant for notebook users, as they are most at risk of drive failure due to physical damage, theft, and other causes beyond their control. That’s why we recommend regular backup of notebook hard drives, as often as possible.
Possible solutions include external USB or Firewire drives (although these are prone to the same risks), desktop synchronization, or backup at a data center through the web.

Hard drives write data in a non-linear way forcing it to become fragmented.

When files accumulate on your hard drive, they do not just get written in a linear fashion. A hard drive writes files in small pieces and scatters them over the surface. The fuller your hard drive becomes and the more files you save and delete the worse file fragmentation can be. Hard drive access times increase with fragmentation since your drive must work harder to find all the pieces of the files. The more fragmented your data is, the harder the actuator arm has to work to find each piece of a file

A case in point:
Disk fragmentation is a common problem for users of Outlook Express and database software. Each time outlook saves new mail, it does so in a different physical location from the previous time. This results in extreme fragmentation, causing longer hard drive access times and forcing more strain on the heads. This strain can eventually lead to a head crash, and often that means a virtually unrecoverable drive.Finally, in the event of a total crash, a fragmented drive is much more difficult to recover then a healthy defragged drive.

Luckily, Windows makes it remarkably easy to defrag your hard drive, simply launch the Disk Defragmenter utility (Start > Programs > Accessories > System Tools), choose which disk or partition you’d like to defragment and set it to work overnight or while you are not actively using your computer. Defragmentation will speed up your computer and ensure a longer life for your hard drive.

A very small power surge can fry a hard drive – use a UPS and turn off your computer when you can

Another little-known fact about the fragility of your hard drive is its susceptibility to electrical failure. An electrical failure can be caused by a power surge, lightening strikes, power brown-outs, incorrect wiring, a faulty or old power supply, and many other factors. If a power surge enters your computer, it may do an unpredictable amount of damage, including destroying your hard drive’s electronics or crashing the heads and possibly resulting in total data loss.

The best way to protect your computer from such dangers is to use a highly rated protected power bar or an Uninterruptible Power Supply (UPS). Although these devices won’t eliminate the chances of a crash, they will serve as effective protection in most cases. Also, you can minimize the danger of an electrical problem and reduce wear of your hard drive by turning off your computer or using power-save modes whenever possible. It’s a known fact that 100% of drives fail, the question is when will it happen and will you be prepared? Make sure to check out the knowledgebase section of our website for more detailed information on how electrical power affects your computer

Be SMART, monitor the health of your drive to prevent unexpected crashes

All modern hard drives have a self-monitoring technology called SMART (Self Monitoring Analysis & Reporting Technology). What most people don’t realize is that the majority of hard drive failures do not have to be unexpected. Most failures occur as a result of long-term problems which can be predicted. By regularly monitoring disk health and performance, you can know about potential hard drive problems before you lose any of your data

Several excellent utilities are available, including DiskView and Stellar SMART for standard IDE and SATA desktop drives. Also available are tools that monitor the health of SCSI drives and full RAID Array systems. Ariolic Software offers a great utility called ActiveSMART.

The only fool-proof way to prevent data loss is… Backup!

If you only take one of the suggestions here to heart, let it be this one: always back up your important data. After all the monitoring and all the prevention measures are in place, one fact still remains: all hard drives fail. Backing up regularly will ensure that you’re never caught without your critical data. For individuals, the simplest solutions include external portable hard drives, dvd’s, and online storage. For businesses, we recommend renting space at a secure data centre and implementing a disaster recovery plan, regardless of the size of your business.

I hope that the above techniques give you some idea of the importance of hard drive maintenance and provide some insights in how you can protect yourself from data loss.