Backups, Restores and Encryption
Tip 6 -- File and Program Backups
The most common problem I see, as a teacher, is when a student has their computer get infected, or otherwise compromised, just days before a major project is due. Many times it is due to hardware failure. This probably happens to 5% of all of my students in any given semester.
The simple strategy is to make, and maintain, backup copies of all of your (a) data files, and (b) application programs. However, I suggest doing this differently, and so I will treat them separately.
Application programs:
Most people get their application programs from one of two sources - either on CD/DVD, or as a download from a web site. In the first case you should keep the CD/DVD along with all packaging (such as ID codes for installation). In the second case you should keep the URL of where you download the installartion files and also keep a hardcopy of any installation passwords (in the case of commercial or shareware programs). For open-source programs you only need the URL for the download. Now you are prepared to re-install any or all of the programs should you need to do so in the case of a hardware failure or severe malware infestation.
Data files:
I never keep the only copy of a data file on the installed hard drives of a computer. I may keep copies there - as in my mp3 collection or picture libraries, but I never keep the only copies there. Removable, USB-connected, hard drives are pretty cheap today (about $150 for 500 GB). I have over 2 TB of such drives, and I keep copies of all of my important data files on them. In fact I have copies of my copies, on separate drives. I also have about 1/2 dozen 16GB flask sticks which I use for work-in-progress (lecture notes, media for classes, etc.) - these are easy to carry around and I daily copy them entirely to the hard drives of my home work system and my campus office system. (They never contain any files with PII! That stuff is always on Penn State servers.)
In this way, any time a computer should crash on me I just take my storage to another computer and plug it in. As long as the applications I need are available I am back in the running with minimal down time.
Yes - making backups is a hassle - but once you are bitten by Murphy's Law you will not hesitate. My suggestion is to make things as easy as possible, hence I use the flash sticks, and while they are copying I get coffee, visit the loo, or get my things ready to transition to/from campus. Remember - your best hope is that this will be wasted effort!
A note - I do not recommend the use of 'backup assistants' - it is just as easy to move files and/or folders -- and they are usable on any other computer with the same (or close) operating system. However, if you do want to pay for one of those inexpensive cloud-based backup systems, I would recommend SOS Online Backup.
The simple strategy is to make, and maintain, backup copies of all of your (a) data files, and (b) application programs. However, I suggest doing this differently, and so I will treat them separately.
Application programs:
Most people get their application programs from one of two sources - either on CD/DVD, or as a download from a web site. In the first case you should keep the CD/DVD along with all packaging (such as ID codes for installation). In the second case you should keep the URL of where you download the installartion files and also keep a hardcopy of any installation passwords (in the case of commercial or shareware programs). For open-source programs you only need the URL for the download. Now you are prepared to re-install any or all of the programs should you need to do so in the case of a hardware failure or severe malware infestation.
Data files:
I never keep the only copy of a data file on the installed hard drives of a computer. I may keep copies there - as in my mp3 collection or picture libraries, but I never keep the only copies there. Removable, USB-connected, hard drives are pretty cheap today (about $150 for 500 GB). I have over 2 TB of such drives, and I keep copies of all of my important data files on them. In fact I have copies of my copies, on separate drives. I also have about 1/2 dozen 16GB flask sticks which I use for work-in-progress (lecture notes, media for classes, etc.) - these are easy to carry around and I daily copy them entirely to the hard drives of my home work system and my campus office system. (They never contain any files with PII! That stuff is always on Penn State servers.)
In this way, any time a computer should crash on me I just take my storage to another computer and plug it in. As long as the applications I need are available I am back in the running with minimal down time.
Yes - making backups is a hassle - but once you are bitten by Murphy's Law you will not hesitate. My suggestion is to make things as easy as possible, hence I use the flash sticks, and while they are copying I get coffee, visit the loo, or get my things ready to transition to/from campus. Remember - your best hope is that this will be wasted effort!
A note - I do not recommend the use of 'backup assistants' - it is just as easy to move files and/or folders -- and they are usable on any other computer with the same (or close) operating system. However, if you do want to pay for one of those inexpensive cloud-based backup systems, I would recommend SOS Online Backup.
Tip 7 -- System Restoration
This one is probably the most technical of the tips - so you may be forgiven if you decide to defer this one to another person. However, sometimes it is necessary to re-install the Operating System on your computer when it has been severely compromised. (Note that this should not happen if you follow my other tips!)
Basically, re-installing the operating system requires 3 things - (a) a copy of the OS original media, (b) a copy of all device drivers for any hardware added to your computer, and (c) a set of directions. You can get the directions from the Web - you will have to use a friends computer to do this. Go to Google and search for 'steps to re-install XXXXX' where XXXXX is the specific operating system that you want to re-install - such as Windows XP.
Having the original OS media is a bit trickier. Many computer retail stores (I won't name any although they are evil) do not provide you with the OS installation disks -- they want to force you to pay them for a re-install if (when) you need it. They will charge you extra for the installation disks for the OS you already paid for. They are evil, and so evil that they don't even know how evil they are! A few computers will come with a read-only HD partition that has the re-install of the OS, but in most cases you will have to byte the bullet (sorry) and buy the re-install CDs for your OS.
Then, you follow the instructions to re-format the hard drive and re-install the operating system. Most people are tech savvy enough to do this but if you are not confident you should get a savvy friend to help. It will likely take 3-5 hours from start to finish. This assumes you have everything already available.
If you do not have (a) or (b) then (c) will not do you any good. You cannot just expect someone to pirate an OS for you to do a re-install. The legality of this is dubious - even though you have paid for the OS. In many cases an installation ID is required and the OS company can check for multiple computers claiming to have the same OS ID. This is why, when you do not have (a) or (b) you must often go to a business that repairs computers - they pay for a special license allowing them to re-install your OS. (Assuming they are legal ;-)) If you just do not have (b) then the drivers can often be downloaded from the Web - again you will need to use a friends computer for this.
Of course, after the OS has been restored and the device drivers installed - you now need to re-install all of your applications. One thing you will notice is that your computer runs really fast - almost as fast as when it was new.
For this reason, I often recommend that you do a full system restore once every year even if you don't need it. This is like a tune-up to a car. It clears out old or bad registry entries, removes bad hard-drive sectors, and basically gets things nice and speedy again. Plus you are practicing for when you might really need it.
Basically, re-installing the operating system requires 3 things - (a) a copy of the OS original media, (b) a copy of all device drivers for any hardware added to your computer, and (c) a set of directions. You can get the directions from the Web - you will have to use a friends computer to do this. Go to Google and search for 'steps to re-install XXXXX' where XXXXX is the specific operating system that you want to re-install - such as Windows XP.
Having the original OS media is a bit trickier. Many computer retail stores (I won't name any although they are evil) do not provide you with the OS installation disks -- they want to force you to pay them for a re-install if (when) you need it. They will charge you extra for the installation disks for the OS you already paid for. They are evil, and so evil that they don't even know how evil they are! A few computers will come with a read-only HD partition that has the re-install of the OS, but in most cases you will have to byte the bullet (sorry) and buy the re-install CDs for your OS.
Then, you follow the instructions to re-format the hard drive and re-install the operating system. Most people are tech savvy enough to do this but if you are not confident you should get a savvy friend to help. It will likely take 3-5 hours from start to finish. This assumes you have everything already available.
If you do not have (a) or (b) then (c) will not do you any good. You cannot just expect someone to pirate an OS for you to do a re-install. The legality of this is dubious - even though you have paid for the OS. In many cases an installation ID is required and the OS company can check for multiple computers claiming to have the same OS ID. This is why, when you do not have (a) or (b) you must often go to a business that repairs computers - they pay for a special license allowing them to re-install your OS. (Assuming they are legal ;-)) If you just do not have (b) then the drivers can often be downloaded from the Web - again you will need to use a friends computer for this.
Of course, after the OS has been restored and the device drivers installed - you now need to re-install all of your applications. One thing you will notice is that your computer runs really fast - almost as fast as when it was new.
For this reason, I often recommend that you do a full system restore once every year even if you don't need it. This is like a tune-up to a car. It clears out old or bad registry entries, removes bad hard-drive sectors, and basically gets things nice and speedy again. Plus you are practicing for when you might really need it.
Tip 8 -- File and Folder Encryption
Everyone has files of information that we really want to keep private. Many of these contain PII (personally-identifiable information) such as credit-card numbers, social-security numbers, userids/passwords, and more. If worse should come to worse, and your files are compromised, having them encrypted can make the difference between a minor hassle and a major screwup.
Many organizations require full-disk encryption to be used on mobile devices (such as laptops) and mobile storage. For personal use this is probably overkill. However, I do recommend that users create an encrypted folder and place any sensitive files (files with PII or other personal information) in those folders. Encrypted e-mail is probably only necessary for companies or spies - not for normal mortals. However encrypted folders are much like a safe-deposit box in that only the owner of the encryption key can access the contents.
An open-source encryption program that can be used on Windows, Mac and Linux is VeraCrypt.
Many organizations require full-disk encryption to be used on mobile devices (such as laptops) and mobile storage. For personal use this is probably overkill. However, I do recommend that users create an encrypted folder and place any sensitive files (files with PII or other personal information) in those folders. Encrypted e-mail is probably only necessary for companies or spies - not for normal mortals. However encrypted folders are much like a safe-deposit box in that only the owner of the encryption key can access the contents.
An open-source encryption program that can be used on Windows, Mac and Linux is VeraCrypt.
This page created and made available for educational purposes by Dr. Gerry Santoro - [email protected]