I suffered a major computer failure last Sunday. There are a
number of lessons to be learned from my experience, and I hope you will benefit
from them as much as I will.
Disaster
Cause
I’m
not going to go into too much detail here, as every disaster is in many ways
unique. Some are the result of human error, and some are “acts of God”, in the
sense that the failure was virtually unavoidable.
The
main point I want to make is that disaster can and will strike – even when all
possible precautions are taken. Remember: computers are made by humans and used
by humans. Computers are spinning disks and whirring fans. Users – no matter
how experienced or “computer savvy” – are only human when all is said and done.
My
disaster? I tried to cancel a backup that was going to last days – or so it
said. Impatience was my downfall. After I had tried to cancel the backup, the
PC refused to start, and all attempts to repair it failed, so I was faced with having
to do a complete reinstall of Windows. AARH!!!
Disaster
Recovery
Fortunately,
I back up my data files to a separate hard drive in my main PC. I also have an
external hard drive for a further set of copies.
In
addition, my crucial business files have for some time been backed up on a
daily basis to “the cloud”.
“The
cloud” is the current term for online storage, i.e., data is stored via the
internet on a computer somewhere in the world, and not on your PC or laptop.
These cloud computers are maintained regularly and carefully, and have strong
security protection. In comparison with your PC or laptop, they are less likely
to go wrong, and they are less likely to be hacked.
I
have to acknowledge that there is a debate about using cloud storage. How
secure are these storage facilities? If you have commercially sensitive data,
do you trust it to be stored outside your business? What happens if a cloud
storage company goes broke? How do you manage access to the stored data?
But,
in my view, the benefits outweigh the disadvantages.
Paranoid?
Me?? Well, when my PC refused to start Windows last Sunday, I could at least
reassure myself that my data files were safe.
Disaster
Survival
If
we accept that disasters are going to strike sometime, we should be doing all
we can to limit the impact.
Clearly,
one way to do that is to have multiple copies of data files. Backing up data
files to “the cloud” is another way of preserving precious documents, photos,
music collections, etc. I think that cloud storage is fast becoming the
standard way to preserve important files.
The
next stage is to run software from the cloud. That means it is possible not
only to access files, but also to work on them and add to them wherever a
computer can access the internet. The emerging fashion is to run as much as
possible – software, data files – from the cloud.
As
a consequence of my disaster, I am trying to use web-based programs in
preference to programs run from my hard drive.
We
can all access our emails using webmail, which means going to a website, and logging
in with email address and email password.
Many
of you prefer using an “email client program”, such as Outlook, Outlook
Express, Mozilla Thunderbird, or Windows Live Mail. Those programs do provide
some features that webmail does not. For example, some webmail does not allow
the user to create an email list, which is why I am using Outlook for my
business email. But I now access my personal email via webmail.
I
used a calendar program, Palm Desktop, because it synchronised my calendar and
address book with my Palm Personal Digital Assistant (PDA). The sync acted as a
backup for my calendar and address book.
I
now use a web-based calendar, provided free by Google. I’ll continue to use
Palm for my address book. Suddenly to be without my calendar, with its store of
business and customer appointments was frightening. A web-based calendar is
available from any internet–connected PC (or smart phone), so no need to keep a
backup.
What
next? I think, after about a week, that my PC is back up and running as I like
it. I’ve made some changes to how I access emails and calendar, my cloud backup
is working again, and my daily backup to my second hard drive is operating.
The
only thing I’ve lost – apart from some software – is my email list for sending
out this newsletter. My mistake there was not checking that the Outlook backup
I was using was in fact saving what I thought it was. Memo to self – always
check what has been backed up!
Backing
up emails is something that not many people do. Of course, those using webmail
do not need to (hint, hint!), but if you use an email client, please find how
to back up. If you’d like me to help, please let me know. I’ll need to know the
email client program you use, and your email provider.
Basing
programs as well as data in “the cloud” is the way forward. But in the
meantime, we can all make much more use of the cloud than we currently do. I
lost my Birthday Reminder program in the disaster, and with it the list of
birthdays I need reminding about.
Fortunately, I have a list on paper, but I am about to enter the details
into a web-based reminder program. I’m really getting into using the cloud!
Disaster
Prevention – Considerations and Actions
1.Make
sure you back up important data files to a source external to your PC; e.g.,
USB memory stick, external hard drive.
ACTION:
TLC can supply hardware and show you how to use it.
2.Seriously
consider cloud storage. There is free space “out there”, as well as reasonably
priced storage for larger amounts. If the only copies of your business
data files are on your PC, then it is urgent that you act.
ACTION:
TLC can advise on free and paid-for web storage.
3.At
least have a look at webmail.
ACTION:
TLC can help with setting it up for you.
4.It
is important that you know how to back up your emails if you are using an email
client program. Some programs have built-in export functions, while others need
some help from a separate program.
ACTION:
TLC can advise, install and show you how to use such facilities.
5.If
you have the urge to use some other web-based applications and would like to
talk it through or see some examples, please get in touch.
ACTION:
TLC is there to help and advise.
All
in all, I hope there will be less wailing and gnashing of teeth the next time
human or mechanical error comes a-visiting. I wish you luck, but forewarned is
forearmed. Think cloud!
