The Importance of Backing Up Computer Files

Tips for Tuesday

We all hear about the importance of backing up computer files, but like other disasters, many think it will never happen to us. "My computer will never crash." "I will only replace it when I want to, not when I need to." Unfortunately, some of us learn the hard way.

I am happy to say, though, that when my laptop froze up last week, I wasn't worried. Not that I welcomed the expense and time it would take to replace it. But I knew all my files were safe with Carbonite.com, an online storage site.

Sure enough, when it came time to restore my 83,000 files, the only ones that didn't back up were the 300 that were directly related to a software program I no longer use. I am writing this blog from my new laptop—seamlessly.

So what are your options for backing up your files? First, there are online sites like Carbonite, that charge a monthly fee for backing up your files. The program works in the background while you are working with your documents. The first backup may take several days, depending on the number of files you have. And they do not back up program files. But you can always re-load programs with the CDs. Some companies include Carbonite, IDrive, MozyHome and Norton. Prices vary, and some are even free for low levels of storage. Files are available anywhere you have access to the internet.

Another option for backing up files is on an external hard drive. These are handy for portability. You can take them with you when you travel for work, for example. But they do not work in the background. You have to manually connect them to your computer and start the back-up process yourself. They do save you money in the long run, because you won't have a monthly or annual fee.

If you don't have a large amount of files to back up, a flash drive would work well for you. Like the hard drive, these are portable, but everything is manual, and they might not hold all your files.

If you use a hard drive or flash drive, back up your files every week or month on the same day. If there are important documents you don't want to lose between backups, email them to yourself. They will be stored on your mail server until the backup is run. It is also a good way to have a duplicate copy.

Finally, when using a hard drive or flash drive, create a second backup and give it to a family member or put it in a safe deposit box. This will guarantee its safety in the event of an emergency or disaster in your home.

Being Frugal in Your Home Office

Frugal Friday

With the cost of everything rising, we are always looking for ways to reduce our bills. Over the last few months, we've been covering many different areas of our lives where we can do exactly that. This week, we're looking at how to be frugal in your home office.

• Don't throw away stamps that are stuck together. Put them in the freezer for a few hours to see if they unstick. Use glue to fasten to an envelope. Never tape stamps, as the post office will not accept them.
• Use both sides of the paper when taking notes.
• Use the back side of paper when you aren't printing important documents.
• Save whatever paper comes into the house for draft or other printing that isn't formal.
• Cut up ads or other paper with a blank back side to use for note-taking.
• Shop for supplies when it's back-to-school time, even if you don't go to school. Prices are better then.
• Ask you local stationery store for any items they may be discarding like orphan envelopes or incomplete marker sets.
• Shop the discount/clearance section of the store.
• Buy economy-size printer cartridges.
• Have ink cartridges refilled rather than buying new.
• Choose a printer that allows you to replace one color at a time.

Organize Your Work Space--Part Two

Writer Wednesday

We started this topic last week, stressing the importance of an organized work space to make you more efficient and more proficient. Here are more tips for organizing your work space.

• Group like items and files together. Keep research together, keep submissions together, keep files for writer's groups together, keep banking info together, keep promo materials together, etc.
• Label all files and containers, even if they are see-through. This will save you a lot of time because you won't have to open up every box or file folder to see what's inside. Write in large, dark letters. Don't use blue ink on blue folders, or a pencil for large labels that will be up on a shelf. If you find yourself moving things around, use removable labels that can transfer with your creative whims
• Review your stock of office supplies every week to see what you are running low on. You don't want to run out of paper or printer ink the night before your deadline, or stamps before a promo mailing. Keep a list of things you need to buy where you will see it when it's time to order or go shopping. This could be a notebook or sticky note.
• Before discarding any financial files, or tax-related items, check with your accountant. He will tell you which supporting documents you need, and which can be destroyed.
• Check with your attorney before discarding any legal documents. Most have to be kept for as long as you are in business.
• Always shred any papers or files that contain personal information such as your social security number, credit card numbers and birth date.