Backup Your Data
Data is King - Hardware is Disposable...
By Key Yessaad - CFO / Web Trainer March 10, 2008
Your data is more important than your Laptop!
It took just a few years to move from “feverishly valuing hardware” to realizing that “it's the data that counts.” Hours of your valuable time goes into acquiring and nurturing your Data (think: Contacts, Listings, Colleagues, Leads, Documents, Graphics, Photos, etc...) this collection of 0's and 1's is the footprint of your business endeavors. - So cajole it and back-it up!
Your laptop is disposable!
Laptops can be had for less than $600 and last you 3 years+; your hardware cost can be measured at $200 a year. A quick estimate of your Data Cost Acquisition reveals a different picture: working 3 hours a week on your data entry is the equivalent of $1,500 a year in cost. In fact a true estimate of your data is closer to $3,500 to $5,000 a year. So why are you safeguarding your laptop and ignoring your data?
Are you about to buy a laptop for more than $600? Why?
If you are spending more than $600 for your laptop ask yourself why? if the reason is satisfying then go ahead - otherwise keep shopping. On average laptops run for $800 to $1,200 but these same models are always on sale somewhere for less than $600. Stop impulse Buying and become a methodical Buyer!
External Drives can be had for less $100!
Portable Hard Drives can be had for less than $100. I would rather you buy one backup drive a year and use it for 12 months and stash it away and get another a year later than to see you spend $300 on a huge Hard drive to use all the time. Hard Drives are disposable as well, both Best Buy, Circuit City and Amazon have a 160GB for less than $100; $85 if you are a savvy online shopper.
Dell is currently selling: The Western Digital Passport 160 GB 5400 RPM Passport USB 2.0 External Hard Drive for $85.
Your Data Must be separated from its Backup!
Keep your backed-up data away from your traditional workplaces; and don't carry your portable Drive with you. You don't want to lose your laptop and your data simultaneously. Your Portable Drive should be used to backup your data and then stored away. It is preferable to do so in a fire-proof enclosure - but let's not get carried away; I say store it in your sock drawer and pull it out once a month to backup your laptop. if you are a full-time agent and churn through a mountain of data a Weekly strategy will serve you best. Make it part of your assistant’s routine; but once a month is a MUST!
Keep it simple.
Your Portable Backup Drive is just that - one storage container you will drag all your current Laptop Data to once a month (week.) IT IS NOT THE REPOSITORY location for your accumulating Data. A better strategy to accumulate data, like photos, music, is to use DVDs in duplicate form and to store them for long term use. Your Portable Backup Drive is your INSURANCE POLICY against fire, theft, and electronic failure. It helps you get on your feet quickly.
How to Backup your Laptop?
If you are on the Geeky side you think in terms of Hard Drive Images, Accumulated Backup Strategies, RAID, Retrospect, etc... I am not writing for you... As a geek you already have all the answers...
I am writing to you “The Busy Realtor.” Your data normally resides in your "My Documents" - or it should if you work like most of us... Drag that folder to the Portable Drive, wait for it to finish copying, unplug your Portable Drive, put it away and you are done! (If you use Outlook there is a step before this one - see below.)
That’s it!!!
But Wait Key this is NOT what the Pros call backing your Laptop.
You are right! All Tech Professionals think of Data Backup as the Redundant Imaging of all data stored on your Hard Drive and guess what? - that is why hardly any you are doing it. If you have the funds or the knowledge to do what the pros want you to do then by all means!!! But for the rest of us a simple solution that cost less than $100 a year can save us Thousands of Dollars and hours and hours of agony in wasted resources.
DON'T FORGET OUTLOOK: How to backup Outlook?
(Don’t forget – do this procedure before you backup your laptop!)
If you use Outlook the data resides in your root Drive and Microsoft has not made it a friendly process. So before you backup your “My Documents” to your backup Drive take the following steps:
We are going to create a .pst file - also know as Outlook Data File.
1. Launch Outlook
2. Under File Menu scroll to Import and Export… and click on it.
3. Select the first option “Export to a file” then click Next >
4. Go to the option “Personal Folder File (.pst)” then click Next >
5. Select the folder named “Personal Folders” and make sure you check mark on “Include subfolders” (ignore the Filter button since you are backing up everything.) then click Next >
6. At this stage click on the Browse… button, then click on the “My Documents” Folder…
7. If this is the first time you do this create a folder and name it “Outlook Backups” if not find the folder and navigate to it.
8. Now name your backup something meaningful such as “Key-Outlook-March2008” then click OK.
9. You can keep the Radio button on the first option “Replace duplicates with items exported”
10. You can select Encryption and Password (but you better remember it)
11. Then click Finish – and wait for the whole procedure to take affect. For some it may take 4 hours (you know who you are – you save every email under the sun!) – Normal time is 30 minutes or less.
12. You are done!!! (Now Backup your Data!!!)
“Wake up Intentional – The Universe will notice…”
Copyright (c) 2008 - Written by Key Yessaad, CFO / Web Trainer of Exit Homeplace Realty for the benefit of our Realtors. |
