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February 11, 2009

Data Recovery: 10 Most Effective Computer Backup Tools

Despite my best efforts, this past week I lost both my primary and secondary computer systems. After losing my primary desktop several years ago, I vowed I would never let myself be caught without an operating PC. As they say, “the road to h*ll is paved with good intentions,” and I once again was caught with my proverbial pants down without an operating computer when my desktop, which had been exhibiting some problem signs in the last month, died suddenly and would not turn on.

I then went to my laptop, which I had admittedly been lazy about keeping updated, and turned it on. Immediately the Windows update process started, and asked me install Service Pack 3 for Windows XP. Having done that successfully on my desktop, I wasn’t too worried about any installation problems on the laptop. However, upon completing the installation, the blue screen of death appeared, which is NEVER a good sign with a Windows-based system.

After trying for about an hour without success to revive my laptop (which is only 8 months old and still under warranty), I knew that I was in trouble and starting looking for alternatives. Fortunately, my husband keeps a laptop on hand that he uses for gaming when we travel, and he generously offered to let me install my programs and files on it until I could repair one of my computers.

After finally acknowledging that there was no way I could have foreseen this situation, I decided that I needed to s*ck it up, get over, and move on. So, I’m making do with a partially customized laptop that will do until one or the other of my PCs is returned.

Despite having gone through similar situations previously, I still learned a few new things along the way about data recovery and computer backup. Here are the 10 most effective tools that saved my bacon during my recent computer meltdown.

1. Automatic backup software. I’ve been using 2 online backups, Carbonite and Syncplicity. I have had to restore from Carbonite previously, and I found the process to be lengthy and somewhat confusing. So, several months ago I began using Syncplicity because it offers online access to all backed up files as well as the ability to synchronize an unlimited number of computers. However, it has taken a week to restore 20 GB of data with Syncplicity, and some of the data was wasn’t really restored, despite what Syncplicity told me in my account. However, I can easily download this missing info to my computer from the online vault. One process that makes this backup system easier is that I store all of my data files in My Docs so I don’t have to hunt them down in Program Files, or wherever they are typically stored.

2. Email client software. I still use the dinosaur Eudora for my email client. Old habits die hard, I suppose. However, somehow I missed marking some key Eudora folders to back up, and so I was initially using my webmail access providing by my hosting company to access email because of this oversight with Eudora. I began to tire of that quickly, as I had no way to create additional folders in those systems, so I then decided to manually configure Eudora and open folders and emails as I need them in the program. This experience has made me very tempted to change all of my incoming and outgoing email servers on all domains to Gmail just to have access to everything online, come hurricane, flood, tornado, or computer crash.

3. Bookmark service. I’m an avid researcher and resource collector, so having access to my bookmarks, or favorites file, is vital to my day-to-day operations. I had been using Spurl, but because of frequent periodic outages of their service, I’ve changed to Foxmarks. I like that this service offers me the ability to access all of these online, as well as have them at my fingertips any time I need them from my Bookmarks menu as well as easily synchronize them to any computer.

4. Contact management. Even though I don’t use Outlook for email, I do use it for calendar and contact management. I had been using Plaxo as an online backup for my contacts, but it doesn’t permit me to store my notes about each contact. I’ve been using Airset now for several months, and it regularly syncs my contacts (with notes) and my calendar to their online service. I found this much more convenient than trying to restore a backup PST file to Outlook and then repeating that again when my primary computer is returned. Instead, I just make changes to contacts and my calendar on Airset, and I’ll just sync that to Outlook on my desktop.

5. Passwords. I’ve been using Roboform for years to help me manage my passwords. I’ve got my Roboform data in My Docs, so it was a breeze to reinstall Roboform and copy the data folder to the new computer and permit me to access all of the sites requiring a password and username. Finally, something that worked seamlessly!

6. Project Management. Smartsheet has been my project management service for the last few months. I love that it has the ability to create an item and allow you to attach a document and discussion to that item. Rather than having to hunt down information about a project, all I had to do was log into my Smartsheet account and there it was.

7. Software licenses. Roughly 99% of the new software I install is downloaded and I don’t get a physical copy on CD. Therefore, I make sure that I have the downloaded version in a My Downloads folder that’s a part of My Docs file, which is backed up regularly. And, I make a PDF copy of the software license that I get by email and store in a Software folder, also in My Docs. Lastly, I purchased a very inexpensive program, Registration Vault, that lets me store all of my software license and purchase info and permits me to back up my data to My Docs. As I had to reinstall software on a new computer, it was easy to restore the Registration Vault files, get my software license number, and have a fully functioning piece of software within minutes.

8. Accounting. I use Quickbooks for my accounting needs, and while they do offer an online version, I haven’t yet moved to that. Instead, I back up Quickbooks after every use in the My Docs folder. When I needed to invoice consulting clients at the beginning of this month, all I had to do was reinstall Quickbooks and restore my latest backup. I instantly had everything I needed again at my fingertips.

9. Alternate free services. Some software I use, like CuteFTP and TraxTime, don’t permit data backups. So, I really do have to start all over with my FTP info and my time tracking info when my computer dies. Rather than installing these programs on the new computer, I just used some free alternatives to get me through. FireFTP, a Firefox add-on, has worked quite well for me as my FTP client, and MyHours.com has stood in fairly well for TraxTime, although it requires a few more steps for operation than TraxTime.

10. Email marketing. While not a tool, I discovered that both text and HTML versions of email broadcasts matter in email marketing. I wasn’t initially able to get my normal email client up and running, so I was reading my email from my webmail systems. I’ve got 2 hosting accounts, and the newer one has a fairly sophisticated webmail system and let me read HTML emails with no problem. The other, however, doesn’t permit HTML viewing. So, those emails sent only in HTML were ones that I was unable to read. If you’re wise and your email marketing program permits you to send emails out in both plain text and HTML, do it, even though it might seem like a needless pain. You just never know how members of your list might be forced to ready your emails.

As you might gather, I’ve discovered that online services have provided me with the greatest backup to help me through this computer crisis. My lesson? Duplicate as much as you can in online systems. In this way, you’ll have access to your data when you travel, when you have a computer crash, or when you’re faced with a natural disaster.


Internet Marketing Strategist & Boomer Biz Coach Donna Gunter helps baby boomers create profitable online retirement businesses that they love by demystifying the tools & strategies needed to market and grow their businesses online. To claim your FR*EE gift, TurboCharge Your Online Marketing Toolkit, visit her site at OnlineBizU.com. Ask Donna an Internet Marketing question at AskDonnaGunter.com

11 Responses to “Data Recovery: 10 Most Effective Computer Backup Tools

    These are great suggestions for all computer users. Another option for online storage is http://www.MyOtherDrive.com. We offer scheduled unattended backups, 128-bit encryption, and unlike many other online backup companies, we also offer public and private file sharing.

    avatar Omarra Byrd says:

    I actually love the RoboForm software myself. I use it all of the time and it takes all of the menial everyday tasks that I have to perform on my computer daily and shortens them extremely! What once took me fifteen minutes to complete now takes me only one second because RoboForm does the same task with just one click. In fact I wrote a Report about a lot of RoboForm’s capabilities for use that aren’t even touched on in the User’s Manual for RoboForm. You can get that Report here:

    http://www.theroboformreport.com/indexa.html

    There is also a FREE version of RoboForm that you can download on this web page, just to test the RoboForm software out for yourself! I highly recommend it!

    avatar Rachel says:

    I am actually using 3, 5, 9 and 10. But thanks for the other options and for the very informative post. It really helps a lot. I need other options to back me up during work.

    avatar Greg Milhem says:

    Those are some good ideas… I use a simple USB universal external drive has more space then I’ll ever need (500GB) for all my data… no operating system to crash, no propritary technology. Have an issue with a system, unplug it and plug it in to another computer… MAC, Windows…the drive doesn’t care, and the OS doesn’t care.

    I have shared it through my main system so I can access the files from any system in my home/office network. You can carry it anywhere.

    For online backup take a look at Symantec’s service… they have been securing data for a long time and they are not going anywhere: https://secure.spn.com/Signup.aspx

    avatar Will says:

    Hi Donna, I stumbled upon your post over the internet and just wanted to tell you about some other cool features of AirSet.

    If you sign up for the AirSet Mobile service then you will be able to manage your data on the go from your mobile phone.

    In regards to backing up your file, we can store up to 50 gig of data. Moreover, our folder privacy features allows you to lock data access to certain folders you deem valuable for work.

    We are working to expand our feature list to best fit our clients’ needs. Please check out our site for further details on upcoming features: http://www.airset.com

    avatar Computer Backup Made Easy | AskCompGeek says:

    […] happens! Data Recovery: 10 Most Effective Computer Backup Tools – Despite having gone through similar situations previously, still learned few new things along way […]

    avatar recover file says:

    Few days back I was searching good software for backup of data. But for my lost data recovery currently I am using stellar phoenix data recovery software. It prevents from any kind of data loss in future also. Prevent your system from data loss. Download from http://www.file-recovery-software.net/download-file-recovery-software.php

    avatar joe holley says:

    Donna should have been using the backup service I have used for the last 2 years. (I gave up on Mozy.) They keep EVERY backup I perform and never delete files. This would be great for Donna’s downloaded program files. She could delete those downloaded files, to free up drive space and still be able to recover the files years later. I am pretty sure they still offer a free trial.
    http://www.remote-online-backup.com

    Id recommend getting online backup before the inevitable happens where you are forced to format your computer.
    -Jack

    I would like to share one more tool i.e Stellar windows data recovery software which recovers data from Deleted File Recovery,Deleted E-mail Recovery. You can check this tool here http://www.windows-data-recovery.net/

    After trying for about an hour without success to revive my laptop (which is only 8 months old and still under warranty), I knew that I was in trouble and starting looking for alternatives.

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