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Backing up/Archiving your data


Backing up from your local machine

*Please note screenshots may vary depending on Operating System. Windows 7 is used in this guide.

If you save data on your local machine it is very important to back this up on a regular schedule. You have a few choices at your disposal: o o o

CD/DVD Backup USB Pen-drive Backup External Hard Drive Backup

Let’s start with CD/DVD Backup – insert the CD/DVD into your computer, then click Start Menu, and click Computer. You’ll then be presented with Windows Explorer, where you doubleclick on the CD Icon: You’ll then see this window: Type a relevant name for your disc in the ‘Disc title’ section. In most cases it’s best to leave the ‘Like a USB flash drive’ option enabled. If you want to simply backup some files and never write to the disc again, select the second option. Then click ‘Next’ and the CD/DVD will be formatted and prepared for use. Within Windows Explorer, you can then double-click the CD/DVD icon to open the disc ready to accept the files you want backed up.


How to Copy files to CD (or USB/External Hard Drive)

The easiest method is drag-and-drop. Open up two Explorer windows (Start > Computer), the first showing the files you want to backup, the second being your CD, or USB/Hard Disk Drive.


Then, as the image shows, it’s just a matter of drag-and-drop! Please note you can drag folders across, as well as files. You can also multi-select files/folders either by holding the CTRL key and clicking, or dragging an area over all the files/folders you wish to backup. Simple!

o Archiving ‐‐>



Archiving data

In order to preserve valuable space on our network (and personal machines) it is important we identify when we can archive our data. This essentially means moving older data somewhere else (usually CD/DVD, or External Hard Drive, even USB Pen Drive). Once it is moved or copied, it can be removed from its original location. Let’s give an example; I’m going to archive a folder on the J: drive – o o o o

Insert a CD/DVD or plug in an External Hard Drive or USB Pen Drive If necessary format the CD/DVD (see previous page) Click Start > My Computer > Then click on the CD/DVD or Disk Drive to open its contents Click Start > My Computer and double click the J: drive

o o

We then need to find our folder to copy (in this case “Archive me!”) Then we simply drag the folder into the target window, and wait for it to copy.



Once it’s copied, you can safely delete the original folder (if you are unsure about deleting please see a technical resource!) – Just highlight the folder and hit delete, it will prompt you like this: o

Click “Yes” to complete archiving the folder.


All done!

Where do I obtain media for Archiving?

Ask the Service Delivery team who can provide a limited supply of CD or DVD media.


Can someone else do this on my behalf?

Yes, just ask a member of Service Delivery who will be happy to assist with this, or any other IT questions you may have.



Guide for backup up and archiving data.

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