The document discusses file storage and backup systems. It defines files and folders, describes common file storage devices like hard drives, optical disks, solid state drives and memory sticks. It emphasizes the importance of backing up files regularly using either manual backups, backup applications, automatic backup systems or cloud backup services to protect against data loss from hardware failure. Simple backup strategies and resources for learning more are provided.

1. File Storage
and
Backup Systems
Cinnamon Cove Computer Club
April 6, 2013
Tom DeBoni

2. What I’ll Talk About
• Definitions (3)
• File storage systems (2)
• File storage devices (4)
• Backing up
– What (1)
– Why (2)
– How (10)
– Simple Examples (3)
• Resources (6)

3. Files
• Any kind and amount of information
– A single character, email, text file, photo, song,
video, application program, etc.
– Up to the entire contents of your Hard Drive
• Without organization, insanity can result

4. Folders
• A folder is also a file
• A folder can contain files and other folders
• This hierarchy can extend to any depth

5. File Hierarchies
• File hierarchy structures are called
trees Root
Leaves

6. File Organization
• The tree structure of files and folders is not enough,
by itself
• At least one index is also needed

7. File System
• The File System is part of the
computer’s Operating System
– It’s always there, working for you
– It’s complicated
– You don’t need to know much about it
– It can get corrupted and cause
problems

8. File Storage Devices
• Your computer has MANY storage devices
– RAM (memory)
• Semiconductor chips
• Very fast - work at electronic speeds
• Forget everything when power is off - “volatile”
– Magnetic Disks (hard drive)
• Very large capacity
• Contain moving parts
• Maintain contents when power is off - “nonvolatile”
• Subject to eventual failure
– Magnetic decay
– Mechanical failure

9. File Storage Devices, 2
– Optical Disk (CD or DVD)
• Less capacity than a Magnetic Disk
• Slower than a Magnetic Disk
• Cheaper than a Magnetic Disk (removable media)
• Longer (but finite) life-span - “archival”
– Subject to metal evaporation
– Solid State Disk (SSD)
• This is a new form of electronic “Hard Drive”
• No moving parts
• Faster and more expensive than a Magnetic Disk
• Pretty good life span
• Not practical for backups

10. File Storage Devices, 3
• Memory Sticks (Jump Drives)
– Cheap, small, slow
– A library in your pocket
– Can use Camera Memory Cards

11. File Storage Devices, 4
• Storage can be connected to your
computer OR your home network
– If you have Wi-Fi, you have a network
– Wired is faster, but wireless is convenient
– Some Automated Backup Systems and
Backup Applications work well across
networks
– Keep the backup storage device in an out-
of-sight location

12. What is “Backing Up”
• Saving spare copies of important files
• There are many, easy ways of doing this
– Use a cheaper storage device
• Cheaper means slower, but bigger
– Use several storage devices
• One today, another next month
– Copy files on a regular schedule
• Copy all important files once a month - “full backup”
• Copy new or modified files once a day - “incremental
backup”
– An old copy is better than no copy

13. Why Back Up?
• Storage devices fail, eventually
– All things must pass
• Your files are important to you
– Why else save them?
• You should keep extra copies!
– Paper rots, ink fades, magnetic bits de-rez
– But information can last as long as you want it to!

14. It Won’t Happen to Me…
• Have you…
– Ever had your car quit and strand you?
– Ever had your TV quit during the big
game?
– Even had your toaster burn your toast?
• NO?
• Good, then you can trust your computer
to never fail and lose your files.

15. How Do I Make Backups?
• First, chose a backup storage device
– Perhaps buy an external disk drive
– Or insert a memory stick, or a blank CD or
DVD
– Or subscribe to an on-line backup service
• Second, choose a backup method
– Manually copy your files to it
– Or use a Backup Application
– Or use an Automatic Backup System

16. Manual Backups
• Should I copy EVERYthing?
– No real need to copy your operating system and
applications
• You may already have copies of these on master disks
– But do make copies of
• Personal documents
• Financial documents
• Email
• Photos
• Music
• Videos
• Anything you’d regret losing

17. Backup Applications
• Applications that write backups in a special
format that only they can read and use
– Retrospect for OS X
– Comodo for Windows
• You must purchase, install, and these apps
manually, but the can be configured to run
automatically
• Caveat: Using these apps can be an act of
faith. It is possible to write an unreadable
backup file with such apps, and you won’t
know it until it’s too late.

18. What is an
Automatic Backup System?
• An application that runs quietly and
periodically on your computer
• Automatically copies new or changed
programs to a backup device or service
• You set it up and then forget about it,
until you need to restore something
• Restoring a single file or an entire drive
can be very easy

19. Automatic Backup System, 2
• This Windows System Restore feature is NOT
one of these!
– That simply restores your operating system
– And it stores the backup copy of the OS on your main Hard
Drive
• To make sense, an Automatic Backup System must
use a storage device OTHER THAN your main hard
disk
– Otherwise, a Hard Drive failure can destroy your backup

20. Apple Time Machine Setup

21. Apple Time Machine Restore Mode

22. Windows 7 Backup and Restore

23. Important Advantage!
• Both Automatic Backup Systems and
Backup Applications can be useful in
setting up a new computer
– Connect the backup device to the new
computer
– “Restore” to the new machine’s Hard Drive
– This can be delicate, and should involve
experienced help
– It can be a great time-saver!

24. What Other Methods Are There?
• Hard Drive Cloning
– Makes an identical duplicate of your hard drive
– Performed by a special application
– Takes a while (overnight)
– Leaves you fully protected against Hard Drive
failure
• Unplug the old one and plug in the new one!
– A good idea, alongside other strategies
– Store the cloned Hard Drive in a safe place!
– Carbon Copy Cloner for OS X
– Acronix True Image for Windows

25. Simple Examples
• Basic: working on an important file
– Connect a second storage device
• Maybe leave it connected all the time
– Save a second copy of the file
• Results in two copies of every file you work on, saved on
two different drives
• Basic 2: saving history
– Save the edited file with a new name
• Add today’s date to the end of the original name
– Save the new file, in addition to the old one(s)
• Results in all versions of the file being saved
• An old backup is better than none!

26. Simple Examples, 2
• Periodic backups
– Connect a second storage device
– Drag your home folder to it
– Disconnect and store safely afterwards
• Multiple regular backups
– Connect and backup to drive A this week
– Connect and backup to drive B next week
– Store drives A and B in different places
• Important backups
– Store backup drives in a safe deposit box or the trunk of
your car

27. Simple Examples, 3
• Two Computers
– Back up each machine to the other one
• Set up two partitions on each machine’s hard drive
• Allows a backup area, separate from working space
• Network Backup Server
– Put an old computer on your wireless net
• Backup servers don’t have to be new or fast
• Network speed will limit backup speed
– Run a backup application
• On it, or on your main machine, or on both
– Use it for automatic and/or manual backups

28. Resources
• All types of File Storage Devices are
readily available
– External Hard Drives, Optical Drives and
Media, Memory Sticks, etc.
• They can be bought most anywhere
– Apple Store, Radio Shack, Amazon, Best
Buy, Target, Walmart, eBay, etc.
• Cost per GB ranges from under $0.10
to over $10.00

29. Resources, 2
• Manual backup is very easy
– Just copy (drag) files to a separate storage device
– Important Point: Dragging a file from one folder to
another moves it; dragging a file from one device
to another copies it.
• Backup Applications and Disk Cloning
applications are relatively cheap
– Installation, setup, and operation are up to you
• I use an automatic backup system, do a manual
backup every week or two, and clone my hard drive
every few months

30. Resources, 3
• Automatic Backup Software may have been
included with your computer or Operating
System
• On-Line backup services are many and
varied:
– DropBox, Carbonite, Apple iCloud, Microsoft
Skydrive, Google, Yahoo, etc.
• Google is your friend - ask it questions and
read about on your options

31. Resources,4
• Articles
– http://www.macworld.com/article/2032429/happy-world-b
– http://www.macworld.com/article/1042751/takecontrolexc
– http://www.macworld.com/article/1156601/what_how_bac
– http://www.macworld.com/article/2013004/backup-basics

32. Resources, 5
• Writers' Plans:
– http://www.macworld.com/article/1157414/mybackupplan
– http://www.macworld.com/article/1158076/myback
upplankirk.html
– http://www.macworld.com/article/1156643/how_i_
back_up_frakes.html
– http://www.macworld.com/article/2013249/bullet-
proof-backups-when-you-absolutely-cant-lose-
any-data.html
– http://www.macworld.com/article/2028889/emerge
ncy-backups-you-didnt-know-you-had.html

33. Resources, 6
• Backup Applications
– http://www.macworld.com/article/1166708/c
rashplan_reliable_cloud_backup_and_onlin
e_storage.html
• Backup Services
– http://pcsupport.about.com/od/maintenance
/tp/online_backup_services.htm