Backups for Working Files and Archive Files Require Different Strategies

The first key to a successful backup system is that it must be a system that you actually use. If you don't use it, it could be the cleverest system ever created and it won't help you. Once you commit to a system, the next step is to match the type of files you are dealing with to the type of backups you create.

Two key distinctions are archives and working files. These two types of files need drastically different types of backup systems to be effective. Failure to make this distinction results in overall failure of the system for far too many people.

Archives are going to be the bulk of your files. A file qualifies for an archive if it is 1)unchanging and 2)kept for reference. A classic example of archive files would be your digital pictures. You probably take hundreds of them, since your digital camera makes this so easy. Even if you delete the bad ones later, you still have many gigabytes of pictures over the years. They do not ever change, but you pull them out once in a while (reference), and it would be catastrophic for you to loose them. Another example of an archive file would be a final copy of business proposals or reports. Although they may be used later for reference, or as a basis for a new document, they are going to be kept unchanging "just in case". If you use them again, you will still keep the original.

Your working files are the files that may be changed, and relate to work in progress. For example, this may be your resume, business documents you are working on, or even the pictures you just downloaded from your camera that are not yet at the archive stage of their life cycle. The category of working files definitely includes your email and your financial programs like Quicken or Microsoft Money.