How to back up online

Backing up important personal data doesn’t factor very highly in most people’s list of priorities.

We have more important things to do and, besides, losing files is something that only ever happens to other people.

Most of us would think twice, though, if we discovered that it could cost £1,000 for a data recovery specialist to retrieve lost data from a faulty hard disk.

Large companies invest heavily in proper backup procedures as the cost of losing data could run into hundreds of thousands of pounds.

It’s more difficult to put a financial value on the documents, music and videos stored on home users’ hard disks, but digital photos can be priceless ­ and irreplaceable.

Backing up data needn’t be difficult, expensive or time-consuming. In this feature we’ll show you an easy way to ensure all your files are always backed up, using just your broadband connection, and discuss the pros and cons of a number of providers.

Your personal backup assistant
Enter the online backup service. Some provide space on a web-connected storage server so you can manually upload files, while others provide automated backup software that trawls your hard disk, backing up the contents of folders that you have selected for safekeeping to a ‘virtual hard disk’.

The software runs unobtrusively in the background and every time you add a new file or make changes to an existing file, the backup tool ensures that the changes are made to the stored copy.

Most services provide a small amount of free storage, with greater capacity provided for monthly or yearly subscriptions ­ we’ll give you details of a few popular services later on.

Your virtual hard disk can be accessed from any internet-connected computer. Most services can be effectively used as an additional disk to which you can add and remove files as you might with any disk at home.

To restore lost files, you use a Windows Explorer-type interface to select the files you wish to retrieve, regardless of whether you are using your own home computer. This is ideal for those who often need to access files while away from their home computer.

An online storage account has various advantages over a USB memory key or an external hard disk: it can’t be dropped down a drain or lost, or have coffee spilled on it. Most usefully, though, whether you need access to your files at work, on the move or at home, they will always be readily accessible.

Using a USB memory key at work is often frowned upon due to the risk of viruses and data theft. However, an external hard disk that plugs into a computer is still the best place to back up larger files such as high-resolution video footage; uploading these to the web would take an inordinate length of time.