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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.
Note:
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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.
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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.
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Copying files to a CDR (compact disc, recordable is
a type of write once, read many) using Adaptec’s
Create CD wizard.
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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:
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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.
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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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