YOUR DATA IS AT RISK!
The essence of this article was written several years ago when computers were
much slower. While computers have gotten faster, the author of this article has
gotten slower. However, the information has been updated so, the article remains.
This article is about backing up the data that you are amassing. When it comes to
moving your family history to the digital domain, my suggestion is to give copies to
as many family members that will store it and, of course, enjoy it!
You need to be backing up everything from your computer’s system disk to your
cell phone’s phone book and all of the photos as well. I know, I know, this is a real
PITA! The truth is, however, that here we are in the digital era, and we have to be
our own data managers. The alternative is to loose it all. The motto of the
Information Technology managers is: “You’re only as good as your last backup.”
We will start by separating the digital data that you are compiling into two groups:
Your family history
This includes the digital photos you have taken (on your cell phone too),
photographic film, including the negatives, audio recordings, videos, and anything
else associated with your family history.
Many people these days are researching their family history on-line, and this
information (including any scanned documents, pictures, etc.), should be in this
category. To safely store your family history, you need more than one copy with, at
least, one or more copies stored off site.
Backup vs. File Copy
I’m using the term ‘copy’ for this group because these files should be copied as
opposed to backed up. The difference is that many backup schemes involve
software that copy files in such a way that requires the same software to read
them again. Backup software often compresses the data, which can be useful for
large volumes such as your computer’s main hard drive containing the operating
system and all of your software. Making a
of the original files involving
your family history assures that anyone can read or play those files in the future,
regardless of the computer system they use.
All your data on one drive?
Sure, you can do that. If it all fits on one drive, you will actually need two drives:
One for storage at home and one for off-site storage. External hard drives come
large enough these days that you can copy all of your family data to one drive
unless you have a considerable amount of stuff. Then, you’ll obviously need more
than one drive. If that’s the case, give them successive names such as Archive-1,
2, etc. or A, B, etc.
Nothing lasts forever, and hard drives are no exception. They are electro-
mechanical devices that are precisely made and are very delicate. Consider their
life expectancy to be about 10 years in storage. Make sure that the drives to be
stored are wrapped in padding of some kind (even boxed if you have the room) in
case they are accidentally dropped. If you plan to use stand alone hard drives,
purchase them with tomorrow’s interface such as USB 3.1, USB-C or E-Sata,
even if you don’t have an interface yet for some of them. Apple computers have
an interface called ‘Thunderbolt’ which, is now standard on all new Mac’s.
Windows and Linux PC users may know of this interface as it was originally
known as Light Peak’, developed by Intel Corp. I use bare hard drives (often
called ‘internal’) and use an interface adapter.
Solid State Drives?
If you are asking yourself about solid-state hard drives for archiving, wait awhile.
Tests have shown that they may not the best choice for long term archival
storage. There’s lots of information about solid-state hard drives on the Internet.
The Solid State Drive (SSD) has come a long way since it’s introduction. Nearly
all of the initial problems have been overcome, prices are falling and millions of
SSD’s are in daily use in enterprise servers. We use them as boot drives in our
family computers because they are so much faster than a spinning plater hard
drive (known as a ‘HDD’).
A couple of sticky problems still remain when it comes to using a SSD for archival
use: If a SSD fails (or a USB drive, SD card, etc. ), the data
recoverable, unlike a conventional spinning plater HDD. Some SSD’s and others,
will lose or corrupt data when stored for long periods of time without power.
So, for the reasons listed above, I cannot yet recommend SSD’s for archival use.
One curious aspect of solid state drives is that they have a limited number of write
sequences. (Actually, the number of write sequences is limited by the number of
erase sequences.) Not to worry though, because the available number of write
sequences far exceeds the average users lifetime, including all of the accessing
that your operating system does. Even if you do approach the limit, most SSD’s
will warn the user. Should it happen that the write limit is reached, the drive
becomes read only so, all is not lost under these circumstances. Out of about 50
devises, I have had two solid state storage devices fail. One was an SD Card and
the other was an SSD, being used as a boot drive. Both became read only. The
technology is roughly the same although SSD’s tend to get the better NAND
chips. I have used HDD’s since the very first PC’s and so far, I’ve had one failure.
Recently, a SATA HDD went bad but before it died, I was able to recover the data.
That’s one in about 100 HDD’s.
That said, I do use the technology for transporting files (sneaker net) and tend to
leave the files on the device until I need the space.
With a conventional spinning platter HDD, the data, if important enough, can be
recovered and no HDD, that I know of, will lose or corrupt data when stored
without power. There are several companies that specialize in data recovery.
The process is not cheap but, it can be done. There is also software available that
will work on both types, if you wish to do it yourself.
’s are another possibility, particularly if you don’t have enough material to
warrant the cost of an external hard drive. Use archival quality CD’s and DVD-R’s.
They can cost upwards of $4.00 US each in small quantities but for about $40.00
US, you can get 45 or more Gigabytes (GB) of data space. Be careful about
labeling the discs. If you want to write on them, make sure to use felt tip pens
designed for writing on CD’s and DVD-R’s. Avoid paper disk labels in general,
particularly for long term storage. Despite the 100-year claims made by the
manufacturers, consider the life expectancy of recordable CD’s and DVD’s to be
about 10 years as well. And, this would be stored in a controlled environment like
a safe deposit box.
Off site where?
As I mentioned earlier, give copies to as many family members that will store your
family history and, of course, enjoy it. A safe deposit box is one of my favorites.
Besides the copy of all your data, safe deposit boxes are great for all of the
insurance papers, birth certificates, and other important papers that you want to
be able to find when you need them. On-line storage (the cloud) is an option.
There are on-line services that will securely store any amount of data for you,
With on-line storage, you can make the repository accessible to anyone you
choose, which could be great for sharing family history. Some on-line storage
hosts will compress files for storage. Others will ‘zip’ files for downloading, so be
aware. Also know that any PC or server that is powered on and connected to the
Internet can be hacked and the data stolen. If you are looking to stash an external
drive or a few DVD’s and you work in an office environment, storing your off site
data there (particularly in a portable fire safe) may be an option if allowed.
You will still need to keep a local backup of your personal computer(s) handy for
that day when your hard drive fails, and, chances are, it will. It’s not a matter of if it
will fail, but when. You also need to establish a regular schedule for backing up
your personal computers. Whatever schedule that you use, know that, if you have
to use that last backup, it will take you back to when it was made. External drives
work great for this and many come bundled with software to automate the backup
task. The 10-year lifespan mentioned above will more than likely be about 2 to 5
years if you leave it powered up. Even allowing for a 5-year lifespan, your backup
drive will probably outlive the computer that you are backing up. I like to use hard
drive cloning software for backing up the drive that contains the operating system
and all of the software and files that I use. The reason I prefer to clone the boot
drive is because if your main hard drive fails, you simply install the clone and you
are back up and running again in much less time that it takes to install a new drive
and restore everything. On-line storage (the cloud) is also a convenient option,
and many services will automatically back up your computer. Think twice about
using on-line storage for personal information that can be mined (hacked) for
identity theft purposes. Some cloud storage facilities offer data encryption which I
consider to be absolutely necessary for personal information.
Yet another possibility is Network Attached Storage (NAS). NAS drives are
available from many of the companies that offer external drives. The NAS drive
connects to your home network, wireless router or office network and can be
accessed by all of the computers that connect to the network (including wireless),
allowing for remote backup and simply storing files in a central location.
On the other hand; NAS drives are more expensive than external USB drives, and
network data rates are typically slower than the USB interface.
So, convenience has its price!
A word about external hard drives
As stated earlier: “Nothing lasts forever, and hard drives are no exception. They
are electro-mechanical devices that are precisely made and are very delicate.”
One of the frequent killers of spinning plater hard drives is shock or sudden
movement while being turned on and accessed. This happens mostly with laptops
as people tend to forget that there is a disk inside spinning at 5400 RPM or faster.
Although, most of today’s laptops come with a solid-state hard drive.
This same problem happens with external drives being moved or re-positioned
while powered on.
Another big killer is heat. External drives are made to look ‘kewel’ but many
provide little or no air circulation causing the hard drive inside the enclosure to run
excessively hot. Powering down that external drive when not in use, can more
than double its life expectancy.
© Corey Bailey Audio Engineering
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