"You never know what you’ve got until it’s gone".
In terms of your computer system, this is one rule you don’t want to live by. While people and their businesses have come to rely heavily on their computer systems, many rarely give thought to how they would cope if one morning their computer wouldn’t switch on. A computer crash, theft or even fire may have a very real and drastic impact on your work and, as such, a recovery plan needs to be given due consideration. A critical part of any recovery plan is your regular backup procedure. The correct backup procedure will mean that you are prepared for the day you hope never comes. Consider it an insurance policy for your computer system.
So what makes a good backup procedure? Well the answer is not as straightforward as the question and depends a lot on your system and your hardware. Here are a number of key points that you should review to decide if your current backup plan is suitable.
What should I backup?
The short answer is everything, but this is not always practical. Applications and operating systems can be re-loaded if necessary from their original CDs, but remember this re-installation and configuration can be quite time consuming.
The minimum requirement for a regular backup is your data files. Data files are your documents, spreadsheets, templates, databases, etc, anything that would need to be re-keyed if your computer crashes. In a network environment you should always centralise data onto the server so it can be easily backed up using one central device.
What backup device should I use?
While computer storage capacity has increased (a standard size Hard Disk is now 40Gb!), backup devices have struggled to keep pace. A single floppy disk can only hold 1.44Mb of data, a ZIP drive 250Mb, a writeable CD around 600Mb, QIC tape drives up to around 8Gb, and DAT drives up to 20Gb. If your backup is to be run as an overnight process you need to have a device that will have the capacity to meet your needs. When you start to compromise (i.e. backup some data one night then other data the next) you compromise the completeness of your backup.
Whatever hardware you choose, the backup media needs to be independent of the computer. Taking copies of your data to another area on the hard disk, or another machine is OK for a temporary backup but what happens if the machine is stolen? Your backup goes with it!
How often should I backup?
Daily is really the only safe bet. An ideal backup is run outside of working hours (overnight) as it ensures that data is not in use and can be backed up successfully. Most backup software provides the ability to schedule backups.
How many backups should I keep?
A good backup procedure will keep a number of copies of backup media that get re-used through rotation. You might find that a file was deleted accidentally off your computer 2 days ago and wish to restore it from tape, but if you only have one backup tape then it will have already been overwritten and the file lost forever. A minimum rotation would be 5 tapes, Monday through Friday, with a regular monthly backup that is separate from the 5-tape rotation.
How do I know if my backup has been successful?
It is imperative that your backup procedure/software provides you with a log of whether the backup was successful and that this log is checked after each backup. Just because you put a tape in the drive before leaving doesn’t mean the backup will be performed correctly. Always have someone who is responsible for checking that the backup is working correctly every time.
Where should I store my backup?
Backups are your lifeline against disaster and should be stored in a safe place such as a fireproof safe. A thief won’t think twice about taking your backup tapes if they are sitting next to the computer they are stealing. It is also wise to keep extra off-site backups so you have copies in 2 separate locations.
In the end the best way to decide what backup procedure you need to implement is to ask yourself a simple question. "Can I afford to lose this if my computer is stolen or crashes?" A little bit of thoughtful planning now may save you hours (or even days) of painful reflection after the event!
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Offer ends 30 April 2002.
http://www.microsoft.com/australia/education/default.asp
How do I allow for a part-time teacher on staff who works as an Emergency Teacher on days off?
If this is the case, then you must enter them twice into the database, once for their normal part time classes and once as an Emergency Teacher. Although the First Name and Surname of the Emergency Teacher entry can be the same as the other entry in the database, the code and details in the Emergency field will be different for the Emergency Teacher.
To enter a part time member of staff who works as an Emergency Teacher on days off:
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Go to MAINTENANCE>TEACHER>EDIT
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Get into EDIT mode
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Click ADD
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Fill in all the details for the Emergency Teacher, selecting "Yes" in the Emergency field
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Now you must make them unavailable during their teaching time:
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Go to MAINTENANCE>TEACHER
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Select UNAVAILABLE
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Click on the Emergency equivalent of the teacher
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Get into EDIT mode
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Make the Emergency Teacher unavailable on days they are at school as a regular teacher
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How do I know which subjects I should include on the Blocking grid?
There can be some confusion, especially for new users of First Class, as to which subjects should be included on the Blocking grids. All subjects could conceivably be included. However, to avoid clutter the only subjects that should appear are...
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Elective subjects
These will eventually make up the Elective Lines that will be the basis for the Blocks on the timetable
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Core subjects that are run in blocks
An example of a core subject is Maths where students may be placed in ability groups
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Classes that students attend where a particular group of students (i.e. the Form or Home Group) stay together do not need to be placed on the Blocking grid. Timetabled classes for these subjects are handled differently.
"My difficulty is trying to reconcile my gross habits with my net income"
Errol Flynn
Regards,
Robert Bakker
Computer Techniques P/L
Phone: +61 3 9699 9777
Fax: +61 3 9690 2802
Email: firstclass@human-edge.com.au
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