Data Backup If your data is important, it's critical that you have a backup policy in place and that you take the time to backup your data regularly.
Unfortunately, all computers and hard drives are prone to failure and if your hard drive fails before you've backed up your data, you may not be able to access it again.
There are several file backup options.
You can store the data yourself by means of an external storage device such as USB flash drive or other external hard drive.
If your data storage needs are limited, you could also store your data on CD or DVD-RW disks.
Storing the data yourself can be simple and easy, you always have access to your files and they can be transferred quickly to wherever they need to go.
The downside of storing the files yourself is that you'll have to arrange for your own security plan so that your files don't get stolen or lost and that your external storage devices may be subject to the same hazards as your main system.
For example, a power surge, flood or fire may destroy your backup system as well as your main computer.
For this reason, it's often recommended that you store your data off-site.
The other common backup solution is online or cloud backup.
Online backup services can automatically backup your data files for a small monthly fee and store them in an array of hard drives belonging to the service provider.
Online backup services also use data encryption to protect your files both during transport and storage, so your data is safe from hackers.
The disadvantage of cloud backup services can be the amount of time it takes to backup or access your data if you have a lot of files stored.
Also, the monthly fee, while usually reasonable, can add up over time.
In the end, you'll have to weigh the advantages and disadvantages of each method and choose the one that's right for you.
Data Security If you choose to store your data on site, you'll need to have a plan to maintain the security of your external data storage device.
The device should be kept in the same location and locked up so that it can't be stolen and is not likely to be misplaced.
You should store the drive in a relatively cool, dry area away from traffic and out of direct sunlight.
If you regularly send files through online networks, it may be worthwhile to consider purchasing data encryption software.
Data encryption software uses special algorithms to encode your files and prevent unauthorized people from accessing your data.
Most encryption software today is technically advanced enough that the encryption code is virtually unbreakable.
  Preventing unauthorized access Preventing unauthorized access to your computer is another important way to safeguard your data.
You should always make sure that your computer is password protected and that you shut down or lock your computer whenever you leave it for any reason.
When you choose a password, it's important that you choose something that is not obvious such as a birthday or phone number.
Also steer clear of default passwords such as password, admin using no password at all.
This kind of information can be easily accessed by data thieves and it's the first thing they'll try when guessing your password.
You should use a combination of letters and numbers and if possible use a variety of symbols and capitalization.
The less intuitive your password is, the more difficult it will be for anyone to guess it.
You should change your password regularly.
Depending on the frequency of use, changes your password every week or month can reduce the likelihood of your password being found.
You should also maintain an active firewall and anti-virus program on your computer to prevent malware such as viruses, Trojan horses, spyware, or phishing programs from accessing your computer.
Run regular scans to make sure your computer is clean.
Don't open email attachments from unknown sources as these are frequently the source of viruses and other malware.