Backing Up Files

You have heard it before, and you are going to hear it again here: BACKUP your programs and data files. If you don't, you will eventually lose all or part of your data, and the only person you can blame is yourself.

Data can be lost or damaged in a number of ways. Common causes of data loss are power surges and drops, power failures, and user errors. User errors top the list. Less common but potentially disastrous are fire, theft, vandalism, and natural disasters.

How often have you come close to erasing a file or formatting a floppy or hard disk by accident? Probably more times than you care to admit. No matter how many precautions you take, you can't prevent all the potential ways data can be lost. You can certainly reduce their adverse effects by backing up your files on a regular basis.

When working with data files, you will want to back them up at least on a daily basis either to tape, diskette, or to another hard disk. For our example, we will use two diskettes. A technique referred to as the odd/even backup uses two diskettes. Label one diskette as odd and the other as even. When you make your backups, use the odd diskette on odd days, and use the even diskette on even days. This pays off when you find that errors were inadvertently made to a file the day before, and you backed-up that file onto your backup diskette. With this system, you can go back 2 days if needed.

No matter how many backups you make (two, three, or one for everyday of the week) or what method you use to make them, they are worthless if they are

destroyed along with your microcomputer. You need to make multiple backups and store a set in a different area away from your working area or, at a minimum, in a data safe. This will require some extra effort by you or the user, but it will more than pay for itself should you ever experience a data loss.

Care, Handling, and Protection of Diskettes

As communications specialists, we know how sensitive diskettes are when it comes to rough handling, extreme heat and cold, high and low humidity, static electricity, and contaminants, such as dirt, dust, liquids, and grease. Unfortunately, many end users do not. They may leave their diskettes lying around out of their protective envelopes, expose them to direct sunlight, store them next to an electric pencil sharpener, and so on. It will be your job to explain and demonstrate to new users how to properly manage and maintain their diskettes as well as other types of magnetic media.

Because diskette mistreatment is usually fatal to data, it is important to have procedures to help the end user better understand how to care for, handle, and protect diskettes. They must be made aware that once a diskette is damaged, there's little chance of retrieving the data. If you were to calculate the value of a single diskette in terms of the data stored on it and the hours it took to input the data, then a $2 diskette might well be worth several thousands of dollars. If you can make the end users understand this, then maybe they will treat diskettes more carefully. Go over the fundamentals on how to care for, handle, and protect diskettes. Explain how to properly load a diskette into a drive.

_CARING AND HANDLING OF DISKETTES.\ We know how important it is to keep diskettes away from cigarette smoke, greasy foods, and

beverages that might be spilled on them, but what about the end users? Do they know the negative effects these substances can have on their computer, the media, or their work? Probably not, and that's where you come in.

Never bend or fold diskettes. The diskette drive only accepts a diskette that is absolutely flat. If it is bent or crinkled, it may cause severe damage to the read/write heads as well as make the data unretrievable.

When preparing an external file label, never use a pencil or ball-point pen if the label is already affixed to the diskette's jacket. Instead, use a felt tip marker and be sure to press lightly. Unless labels are scarce, you would do well to inform the user it is far better to prepare a new label before placing it on the diskette. Then, using extreme care, remove any label on the diskette and place the new one on. Never stack labels one on top of the other on a diskette. It may cause problems when you insert the diskette into the drive.

Show end users how to handle and properly use diskettes. To be used, a diskette must be inserted into a disk drive. Sounds simple enough; however, if you were to measure a 5.25-inch diskette, you would find that each side measures 5.25 inches\it is perfectly square. To the end users, inserting a diskette into a drive could become a bit of a problem with eight possible ways to insert it. We know a diskette goes into a drive correctly in only one way. If the disk drive is the horizontal type, insert the diskette with the label facing up and the recording window toward the drive door, as shown in figure 2-19. Normally, if the disk drive is the vertical type, hold the diskette with the label facing left while inserting it with the recording window toward the drive door. Once the diskette is properly inserted, close the drive door by lowering the drive latch. This positions the read/write heads and locks the diskette in place. This locking step is necessary; otherwise, the system will not be able to access the diskette in the drive.

PROTECTION OF DISKETTES.\ How many times have you read or heard the following "Whenever diskettes are not being used, they should be stored in a protective envelope"; or "Whenever a diskette is removed from its protective envelope, never touch any of the diskette's exposed parts"; a thousand times maybe? The same may not be true of individuals who have just been introduced to the world of computers. It will be your job to assist and educate these new users through OJT in their working environment.

Temperature and humidity are also important. Never leave diskettes in direct sunlight or in areas where humidity is extremely high or low. High humidity can cause moisture to form on the diskette's surface or possibly warp the diskette's protective jacket. Low humidity makes conditions ideal for the buildup of static electricity, which you can transfer or discharge to a diskette, thereby destroying the data. Diskettes are designed to withstand temperatures from 50 to 125 degrees Fahrenheit, 10 to 52 degrees Celsius, and a

Figure 2-19.\Inserting a diskette properly.

relative humidity of 8 to 80 percent. However, we in the computer community try to keep all magnetic media within a temperature range of 60 to 80 degrees Fahrenheit, and a relative humidity of 30 to 60 percent. Generally speaking, a temperature and humidity in which you are comfortable will also be comfortable for diskettes.

The users must also be made aware that they are to keep all types of magnetic media, including diskettes, at least one foot away from anything that generates a magnetic field. This includes magnets of any kind, such as those found in telephones, stereo speakers, and paper clip dispensers, as well as magnets on copyholders and inside of printers. It also includes motors, such as those found in portable fans and floor buffers and polishers.