Our four-step plan creates an automatic backup for photos, documents and the operating system – This backup can be local, in the home network or in the cloud
From vacation photos to business contracts – An ever-larger chunk of the data that is important to us is only available in an electronic form.
The things that were stored in lever arch files or photo albums ten years ago are now stored on the hard drive. Digital storage is quite useful, since the hard drive offers a lot more space for photos and documents than living room cabinets do for folders and albums. However, the digital form of archiving requires a certain amount of planning. Unlike paper, which can last for centuries if stored properly, bits and bytes last for a limited period of time. A hard drive’s failure rate increases quite steeply after a period of three years – That’s when the threat of data loss comes into the picture.
Regular Data Backups
Unlike paper, bits and bytes can be secured quite easily with the help of backup operations – Provided the operation is set up in a timely manner. Furthermore, you shouldn’t assume that the hard drive does not have any defects, or that no errors will emerge when data is being deleted. The professional data rescuers working for Kroll Ontrack have determined that more than half of all cases of data loss can be attributed to hardware damage, while a quarter of all cases can be traced back to human error. All of these incidents could have been avoided with a backup operation. Ideally, such backup operations should be executed in the background on a regular basis.
In this article, we’ll show you a four-step plan, with which you can easily ensure that your backups remain up to date. The backup operation can be carried out on a second local hard drive, within the home network or in the cloud.
One important step has to be addressed before we come to the first backup stage: Selecting the correct hardware.
Selecting The Right Backup Drive
Every good backup plan begins with a hard drive, regardless of whether it revolves around a NAS in the network or an additional internal data storage device in the PC. All backups eventually end up on a magnetic disk, and it should last for as long as possible, in spite of the execution of numerous write-access and read-access operations. One can use normal PC disks for this purpose, but those who think over the long term or are planning a new purchase have better alternatives: The hard drive manufacturers now offer special models for archiving. The disks belonging to the Red series manufactured by Western Digital or the Seagate NAS series use the same electronic components as normal PC disks, but they are controlled by firmware that is optimised for long-term usage and which tries to minimise the vibrations of the disk. The storage mechanics are designed for durability.
Furthermore, the storage media should operate in a quiet and energy-efficient manner. All in all, the manufacturers claim that the service life of an NAS disk is 35 percent longer than that of the PC equivalent, which are geared towards performance. Especially in case of NAS systems, it doesn’t really come down to the highest speed, since the network interface sets the speed. Consequently, the Red series only rotates at the rate of 5,900 RPM, which is sufficient for data transfers in the home network.
This reduces the energy consumption and heat generation levels. Devices belonging to the NAS series manufactured by Seagate run at 7,200 RPM, which means that such a device should be used as a second disk in the PC.
Once the hardware is in place, you can set up the backup. In the first stage, we describe how you can use our full version of Aomei Backupper Professional to set up a regularlyscheduled data backup operation. After that, we will deal with the task of creating a system backup on an external medium. The third stage involves the creation of a backup within the network, and the final stage deals with the establishment of an encrypted cloud connection.
Backing Up Data In Four Stages
Our four stages cover the basic backup options at an individual level. If you want to establish a double layer of security, you can combine various stages. This is especially applicable in case of stages 1 and 3: The backup of files on a second internal hard drive can be mirrored within the home network. A one-time system backup should also be saved on a different PC or an NAS. In addition to Windows computers, smartphones also hold an ever-increasing amount of important data. In this case, it makes sense to create a separate backup in the cloud, or on a PC in the home network. In addition to the services offered by Apple and Google, there is a series of apps that can be used for this purpose.
Level 1: Data Backup
Before you start creating the backup, it would make sense to create a separate partition for the original data. If something goes wrong with the system partition, the data will not be affected. In general, a data backup operation involves the execution of a backup operation at regular intervals, as well as a certain amount of efficiency. In order to ensure that the space on the backup medium is not wasted by unnecessary redundancies, the corresponding programmes offer an incremental backup facility. After the initial backup operation has been carried out, such a facility merely saves the changes made to the data (in conjunction with snapshot operations). The frequency of these backup operations is specified with the help of a scheduler. Although this task can also be performed using the on-board tools offered by Windows, a special software application such as Aomei Backupper offers more functions and a larger degree of comfort.
Set up data backup
The Backupper runs under Windows 7, 8 and 10. After it is launched, the left side of the screen provides an overview window containing the programme functions. To set up a regular backup operation for the data pool, use the ‘‘Backup” and ‘‘Data backup” options (in that order). The Backupper creates an image file for the backup. Towards that end, access point ‘‘1” and specify the folders that you want to back up on a regular basis. Since the folders can only be added one by one, it would make sense to organise the data pool accordingly – For example, photos, films and documents should be stored in separate folders. Backupper automatically creates the sub-folders. When it comes to the selection that is provided under the ‘‘File inclusion screen”, select the file types that you want to back up. The “System files and folders” should be excluded, otherwise the programme will also save files that are created automatically by Windows, such as Thumbs.db, which contains the preview images for the photo folders.
The next step involves the manner in which Backupper should back up the data. The ‘‘Options” section offers the AES encryption facility. This is less useful for family photos or large video files than it is for documents that are to be submitted to the finance authorities.
Consequently, you should create a separate encrypted backup for confidential documents. The Backupper offers the option of zipping files under the ‘‘Compression” section. Office documents and e-books can be compressed quite well. However, this option is not useful to those who are only backing up JPEGs, MP3 files and films. In such a case, you should create multiple backups, depending on the file type. This also affects the scheduling-related part of the operation: The ‘‘Schedule” section can be used to specify how and how often the software is to create a backup. A daily backup operation should be used for Office files that are edited on a frequent basis. Multimedia files that are accessed on a sporadic basis do not need such a high frequency.
Select a backup method
The ‘‘Advanced” section allows you to specify the backup method. The ‘‘Incremental backup” method is the default setting. This method does conserve space, but it only works smoothly if all the incremental backups remain unharmed. If one of them malfunctions, the changes can no longer be retraced. The ‘‘Differential backup” method backs up all the changes made to the full backup. This provides a higher degree of reliability, but it also uses more space. An optimum mixture is offered by a backup ‘‘Pattern”, which is selected in the main menu. If you activate the ‘‘Task scheduling” facility, the software creates a full backup (under “Incremental backup pattern”) at regular intervals and deletes all the old storage points. Consequently, you can create an incremental backup every day, and you can create a complete backup just once a week. Caution! Old versions (such as old versions of a Word document) are only retained for a week. All you have to do is select a destination in the main menu and get started with the ‘‘Start” option.
To recover a data backup, go to the ‘‘Recovery” section and activate a backup. In the next window, select the respective snapshot. The Backupper then opens the image in an Explorer window. Tick the files that you want to recover. Then, if you want to recover an older version, select the ‘‘Recreate at the original storage location” and ‘‘Replace existing files” options. The programme performs this task when the ‘‘Start” option is clicked.
Stage 2: System Backup
Unlike a regular backup, a system backup only needs to be created on a sporadic basis. For versions ranging from Windows 7 onwards, the system only needs to be re-installed when many things go wrong (such as a malware attack that cannot be easily fixed). Along with the image containing the saved system partition, you also need a bootable rescue medium containing an operational emergency system.
This should be used if Windows absolutely refuses to boot up. The actual image belongs on a second hard drive. Since the scenario involves a one-time backup operation, an external USB drive should be used for this purpose.
Create system image
The main menu of the Backupper features the ‘‘System backup” option for Windows, under the ‘‘Backup” point. This is where you have to mark the Windows partition. The ‘‘Intelligent sector” section (which can be found under ‘‘Options”) offers the option of backing up the sectors that contain data, as well as the option of backing up all sectors. It makes no sense to use the latter option when you are creating a system backup – Unless you want to eventually go through the image file in an effort to find deleted data that is contained in these empty sectors. The ‘‘VSS” section contains an automatically-activated Volume Shadow Copy service for Windows. This facility allows you to create a backup while the system is in operation. Otherwise, it would have been difficult to access central system files such as the registry.
The actual system backup procedure is initiated in the main menu by using the ‘‘Start” option, after the respective target path has been specified. The window displays the progress of the operation, and you can ensure that the Backupper checks the ‘‘Backup integrity after completion”. If this option is selected, the software checks whether the system image contains errors. This process takes a few minutes.
Create a rescue medium
You will need an emergency system if Windows is no longer booting up, or if you are about to switch over to a new hard drive. You should perform this task immediately after the system image has been created. In the Backupper tool, this function can be found under the ‘‘Tools” section, where you should click ‘‘Create bootable medium” option. A USB stick should generally be used as the medium. In the next step, the programme offers two options: A Linux-based system or a Windows-based system. Those who are well-acquainted with the Windows operating system should select the ‘‘WindowsPE” option. If the start-up procedure involves BIOS computers, select the ‘‘Legacy boot mode”. Otherwise, use the newer ‘‘UEFI boot mode”. All you have to do is insert the USB stick and define it as the target medium, and the Backupper will take care of the rest. When you boot up from the stick, WindowsPE boots up and opens the Backupper on the rescue medium. The system image is then installed in the usual manner.
Re-play the system image
In a functioning version of Windows, you can recreate the system partition from the Backupper. To do so, use the ‘‘Restore” option in the main menu and select the system backup. The programme will then ask you whether you want to execute a system restore operation. Confirm your intention by clicking ‘‘Ok”. The application will then display the actions that are going to be executed. When the system is restarted, the Backupper boots up before Windows and automatically re-installs the saved system partition. Here’s another tip: Before you switch over to another hard drive, you should first activate the ‘‘Universal restore” function, which ensures that Windows will be able to start up on the new disk.
Stage 3a: Creating A Server In The Home Network
Although the option of creating an internal data backup on a second hard drive is available for PCs, the task becomes difficult if the situation involves a notebook. The device often lacks enough space for a second storage medium. In such a case, you should create a data backup within the home network. As a counterpart to the notebook, you will need either an NAS (network attached storage) device or an old Windows PC, which is to be used as a data server. We’re going through both options, beginning with the option involving the creation of a network backup on another computer. When it comes to this particular task, rsync has proven its worth. The rsync tool features a connection protocol, as well as synchronisation and backup software. The rsync tool originally came from the Unix world, but it is now compatible with all platforms. The Windows software application called DeltaCopy features an integrated version of rsync, and offers a user interface – Otherwise, rsync can only be used via the command line (even under Windows).
Set up a backup server
DeltaCopy consists of two parts: The server and the client. When the application is installed, both parts are automatically loaded in the system, even if you are only going to use one of them. You should first set up the server component on the old Windows computer, which serves to create a data backup within the network. To do so, launch the program directly after the last installation step has been completed and click the ‘‘Register Windows Service” option, in order to activate DeltaCopy as a Windows service. Now, enter the login data of the Windows account that you normally use to log into the operating system. At the end of this process, DeltaCopy issues a success notification, and it is normally activated with the help of the ‘‘Start server” option.
If the system generates an error notification that reads ‘Could not start the device’, an intermediate step becomes necessary: Access the ‘‘Control panel > Administration” section of Windows and use the ‘‘Services” option to open the entry for ‘‘DeltaCopy Server”. Under the ‘‘Log in” tab, select the ‘‘Local system account” option. Now, go back to DeltaCopy and click the ‘‘Start server” option again. The light in the DeltaCopy window will now turn green, which means that the server is in operation. Now, all you have to do is set up the ‘‘Virtual directories” in the corresponding tab.
This is where the client eventually backs up the files. Double-click the ‘‘Add New Directory” option to create a new backup folder. Now, give it a suitable name, such as ‘My Photos’ or a series of white spaces. You can use the ‘‘Browse” button to specify the path leading to a backup folder of your choice.
Connect the client to the server
Now, install DeltaCopy on the host computer or notebook. The package also contains a client, which later sends the data to the old Windows PC on which you have set up the server. Open the client in the installation directory of DeltaCopy by double-clicking ‘‘DeltaC.exe”. In the first step, create a new profile using the ‘‘Add New Profile” option. Assign a name to the profile and enter the IP address of the old Windows computer under ‘‘Server IP/Host Name”. The IP address can be found easily with the help of the corresponding menu in the network router. Alternatively, the information is also available in Windows. For example, under Windows 10, it is displayed when you double-click the network name in the ‘‘Settings > Network and internet > Ethernet” section. Now, you should use the ‘‘Test Connection” option to check whether the client can actually establish a connection with the server. If the system generates an error notification, it typically means that there are two hurdles in Windows that must be overcome: Access the Explorer and then ‘‘Activate network detection and file sharing” under the ‘‘Network” section. Now, deactivate the Windows firewall – Under normal circumstances, the router’s firewall provides enough security. Those who do not want to do this must access the “Advanced settings” in the ‘‘Control panel > Windows-Firewall” section and create a ‘‘New rule” for DeltaCopy. Now, use the wizard to enter the program path of the server or client-EXE file of DeltaCopy; you will then be able to use the ‘‘Allow connection” option.
If the detection operation works properly, access the DeltaCopy client; under ”VirtualDirectory Name”, select the target directory that has been created in the server and assign a profile name. Now, end the operation using the ‘‘Add Profile” option. Now, mark and configure the profile: Under ‘‘File List > Add Folder”, specify the directories that are to be backed up. When you click the ‘‘Modify Scheduler” option, the Windows scheduler automatically opens a new job. In the scheduler window, a ‘‘Schedule” can be created with the help of the ‘‘New” option – A daily backup operation is specified by default.
Those who wish to use a different backup frequency can use the ‘‘Advanced” option to make more detailed adjustments. If the scheduler is to execute the newly-created job, the Windows account must be secured with a password, which can be entered with the help of the ‘‘Specify password” option. The client is set up when the scheduler is closed, and it automatically backs up the data at the specified time.
Stage 3b: Backing Up On The NAS
If you do not have a second PC at home, the ideal solution would be to create the backup on a network hard drive. The latest NAS systems can be set up in a relatively simple manner, and they are equipped with a range of data backup tools. When they are connected to a GBit-LAN system, they back up data as quickly as a second hard drive in the PC. If you are creating a backup within the home network, you should use an NAS device containing two hard drives. Such a device offers a good combination of a fair price and a good degree of security, since the second disk can be mirrored in the RAID-1 linkage. Alternatively, you can execute an internal backup operation from one disk to the other. In such a case, the backed-up data is also protected against a scenario in which one hard drive malfunctions.
1-bay NAS devices do not offer this advantage. 4-bay NAS devices are expensive, and they do not offer any significant benefits. The cheaper 2-bay models made by wellestablished manufacturers like Qnap or Synology feature well-engineered software, but they do not contain a media centre or an HDMI port, which is not required for creating a backup within the home network. Nevertheless, you should take a look at the data sheet before you make a purchase, in order to find out where the manufacturer has made compromises. The maximum number of simultaneous file transfer operations should be 128, so that no significant delays will emerge during the backup operation. We’re using the somewhat better Synology software to explain how you can set up an automatic data backup process.
Install the server software
The process of setting up the Synology NAS device featuring a Linux-based operating system was previously quite tricky, but the procedure is now executed automatically. You can access the setup assistants via the IP address of the NAS in the browser – This should ideally involve the computer from which you wish to back up the data. During the system setup procedure, you should not skip the >>Recommended packets<< step, because this step involves the automatic installation of the Cloud Station for subsequent data backup operations.
After everything has been set up, access the ”Main Menu” symbol (which is in the upper left section of the screen) and the ”Cloud Station” option. Now, the presence of a green tick mark indicates that the server application is already running. In the ”Permissions” section, activate the user name that you had created during the setup procedure and confirm the operation using the ”Save” option. Now, navigate to the ”Control panel > Common folder” section of the NAS and ”Create” a backup directory. In the next window, activate the ”Read/Write” option for your user name under ”Permissions”. Now, go back to the ”Settings” of the Cloud Station, mark the newly-created folder and ”Activate” the sharing operation.
Configure the NAS client
The next step involves setting up the client on the Windows computer. Access the ”Overview” window of the Cloud Station and use the ”Download” option to download it onto the Windows computer. The installation process can be started with a double-click. When the client is called up for the first time, an assistant guides you through the configuration process, in which you enter the IP address of the NAS device, the user name and the password of your account. Click the ”Advanced setup” option, in order to select a synchronisation folder on the computer and the backup directory that has already been created on the NAS device. Now, the client automatically monitors the folder and synchronises it with the NAS device. Just like the shadow copy service in Windows, Cloud Station detects changes made to a file. You can subsequently restore the various versions of a backed-up file in the context menu of the Windows Explorer, with the help of the ”Synology Cloud Station > Browse through earlier versions” option.
Stage 4: Cloud Backups
In addition to the options of using the home network and a second hard drive, you also have the option of using the online cloud to create an additional data backup. On account of the limited upload speed, you should limit the data pool to important documents, or use it for files that are going to be shared with other people.
This issue relates to privacy protection – Many cloud service providers like Microsoft and Google automatically analyse uploaded files. You can prevent this from happening by executing a local encryption procedure before you upload the data. We’re using the BoxCryptor tool as a basis to explain the procedure.
Set up a BoxCryptor account
Since BoxCryptor integrates itself into Windows in the form of a separate drive, the installation routine installs a driver for this purpose. You must authorise this operation, otherwise the software will not work properly at a subsequent stage. This is followed by the initial set-up procedure: In the start-up window, the software asks you to create an account with BoxCryptor’s online service. This is primarily useful if you are going to use feebased features, such as the option of encrypting folder and file names – The free version encrypts the files themselves. The same thing applies to a scenario in which you want to involve multiple cloud service providers – Only the fee-based version can handle such an operation. However, you will not need these features if you simply want to back up important personal documents on a sporadic basis. However, if you do require these functions in such a situation, you can use the free open-source tool called Cryptomator. It is currently only available in the form of a beta version, but it works very smoothly.
Local BoxCryptor access that bypasses the online service is sufficient for those who do not need all these features: When the program is being set up for the first time, clicking the ‘‘...” symbol that can be found in the lower right section opens a window containing the ‘‘Local account > Set up account” option. Now, create a password-protected key file and save it locally on your computer. In the next window, select the ‘‘Free” variant of BoxCryptor. The service will then be set up on your PC, under the standard account local@Boxcryptor.com. To configure BoxCryptor, log in using the previously-assigned password.
Link cloud account
If a compatible cloud access facility has already been set up on the computer, the software will detect this automatically. BoxCryptor supports more than a dozen wellknown providers, including Apple’s iCloud, Google Drive, and Dropbox. If the BoxCryptor tool does not detect the cloud directory, you can use the ‘‘Settings” section to manually specify the path leading to the local cloud folder (under ‘‘Storage locations | Add”). After generating a query, BoxCryptor automatically encrypts all the files that subsequently end up in this folder. These files are then uploaded to the cloud. You can check whether the procedure has worked properly by taking a look at the cloud folder in Explorer: The encrypted files have the extension ‘bc’, and they cannot be opened. If the data needs to be transferred from the cloud to the local PC, this can be done quite easily with the help of the Windows Explorer – All you have to do is drag and drop the data from the BoxCryptor drive to a normal local directory on the PC. In such a case, BoxCryptor automatically decrypts the files.