File Backup Procedure
These procedures cover two preferred methods of moving or copying (backing up) files from the hard drive of a computer. Follow one of these procedures when your computer is being replaced or for recommended backup of critical files.
It is important that users are aware that it is the user's responsibility to backup files he/she has created and saved on their local hard drive. I.T. department personnel cannot be responsible for these files.
It is not necessary to move or copy program files. Only files created by the user (ex. .doc, .xls, .wpd) need to be moved or copied.
There are two preferred methods; moving files to your M: drive and/or backing up (copying) to CD. Both methods are described below. Please review both before deciding which to use.
Moving files to M: drive
In most cases, the easiest method is moving or copying the files to the user's M: drive.
For those located on campus, each employee should have been given an M: drive share on the network server. This share can be used as another drive for your files. The drive is backed up regularly which makes it a more reliable place for storing data than the local hard drive (C: drive).
It is highly recommended that user created files be saved on this M: drive, if at all possible.
If you do keep files on your local hard drive, it is recommended that the files be kept in one folder (ex. My Documents) so that they can be located and backed up at one time.
When all files are located on your local hard drive, move them to one folder on the M: drive and designate the folder as a backup for your old computer. When the replacement
computer is installed, your files can then be safely moved back to the local hard drive if it is necessary to keep them there. Again, if you have access to M: drive, it is not recommended that the user's files be kept on the local drive.
Backing Up to CD
If you do not have network access, it is highly recommended that you backup your files to CDR or CDRW. The following instructions are based on Adaptec's Easy CD Creator software for CDR and CDRW. However, the concept should be similar for other software packages.
There are basically two options for backing up your files to CD formats.
Copying files to a CDR (compact disc, recordable is a type of write once, read many) using Adaptec's Create CD wizard.
Copying files to CDRW (compact disc, rewriteable is a compact disc format that allows repeated recording on a disc) using Adaptec's Direct CD wizard.
I. Using Adaptec's Create CD wizard
Using this method will allow you to copy files to a CDR. Once copied, the files cannot be removed or edited. This is recommended for a more permanent style of record keeping.
Select Start/Programs/Create CD. You will get a screen that looks something like this:
(The look of the screen may vary depending on versions, but the options should be the same)
Select "Data", then "Data CD". You will get an "Explorer" type window as shown below. Simply highlight the files you want to copy to the CD and drag them to the lower window. Insert a CDR into the CD burner drive then click on the "Create CD" button.
Then match the settings in the "Create options" and "Write method" windows as shown below:
If there are too many files for the CD to copy, it will alert you. Simply reduce the number of files.
Within about 15 minutes the CD is created. If the software displays a message that the CD did not copy properly, discard the CD. It is not usable. Insert another CDR and try the suggestions below.
Suggestions for common problems you may run across:
If the CD does not copy properly, you may need to decrease the "Write Speed" shown in the image above. Reboot the computer before trying another burn.
While creating (burning) the CD, it is recommended that no other applications be running and that minimal processing be performed. This will give the recording process all the memory it needs to complete.
II. Using Adaptec's Direct CD wizard
Using this method will allow you to copy files to a CDRW. Once copied, the files can be edited, removed or replaced just as a hard drive or floppy would allow. This is a more flexible style of record keeping. This is not recommended for records that you want to keep permanently.
Select Start/Programs/Create CD.
Select "Data", then "Direct CD". The software will take you through the formatting process. Follow the screen direction as shown below:
Name the disc whatever name will help identify the disc. Proceed with the formatting (will take from 25 to 45 minutes).
Once complete, the CDRW performs just as a hard drive or floppy drive in that files can be written, copied, moved and deleted. Copy or move the files to the CD through Windows Explorer as normal. When ready to eject the CD, click on the
icon in the system tray (lower right corner of the screen) using the right mouse button and select "eject". The manual eject button on the CD burner itself does not always eject the CD.
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