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Q & A: The right choice for backing up your data

By Ken Colburn

PHOENIX, Ariz. — We store everything on our computers and devices these days, but backing up that information is important. Otherwise, if something goes wrong, it’s lost.

Q: We’ve got a new college graduate with lots of stuff to be backed up off her computer. Should we use cloud or an external hard drive?

A: People seem to understand the importance of good backup, but the many different ways to get the job done keep many from getting started.

Your circumstances, type of information, amount of data and the user’s level of comfort with technology all play a role in making the best decision.

In general, there’s no such thing as too many backups. The ultimate solution usually includes both an external storage device and some form of off-site backup, cloud or otherwise.

There are pros and cons to every form of backup, so make sure you minimize your exposure to data loss.

There is no one-size-fits-all solution when it comes to backup, so avoiding these common mistakes may be the best advice I can give you:

  1. External hard drives used as primary storage:

    2. Far too many people refer to their external hard drive or large USB drive as their backup, when in actuality they are simply saving all their data directly to the drive. This means that only one copy of the data exists, and only on the external device. If you can’t locate two copies of your data, you don’t have a backup.

  2. Installing backup software but not setting the scheduler:

    3. Our service technicians are routinely presented with a backup drive during an emergency that is supposed to have the most current backup stored on it, but often it dates from many months or even years ago. Because there was not a scheduled automatic backup that was being verified on a regular basis, many just assume it’s doing its job.

  3. No versioning of files:

    4. If your backup process overwrites previous versions of files every time, you don’t have much of a window when someone accidentally overwrites an important document, or when a virus that infects data files hits you. Your backup system should allow you to keep several versions of your files stored to protect against these scenarios.

  4. No offsite copy of your data: An external hard drive or USB drive will be faster than a cloud-based solution when you’re working with a large amount of data, but a fire, flood or theft could render your backup useless. Laptop theft is common at universities, so the laptop and backup are often stolen or lost together, leaving a student with nowhere to turn for their data.
  5. Fear of the cloud: The most common reason we hear for not having an off-site, Internet-based backup is “I don’t trust the cloud.” While it can be argued that cloud-based backups are much more secure than an external hard drive plugged into your computer, some alternatives don’t store your data on someone else’s backup servers. File -syncing utilities or private cloud backup systems can use computers and hard drives that you own in multiple locations (i.e. work, school or home) to effectively provide an off-site backup that you totally control.

For students, colleges may be using cloud-based services such as Google Docs or Office 365 for assignments. The more students live in the cloud, the less they are beholden to any specific computer to get to their critical files.

By the way, it’s just as important to install tracking software on your child’s mobile devices so you can locate, lock and send a message should they get stolen or go missing. I highly recommend Prey to parents.

A well-designed backup strategy can get fairly complex, so don’t take it lightly. If you’re not comfortable making decisions on what to use or on how to get things properly set up, ask someone you trust who has technical expertise for help. This one is far too important to assume it’s being done.

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Don’t Settle for Student Loans to Pay for Online Education

By WTOP Staff
Online college programs are becoming a more popular choice for prospective students, with one study finding that more than 6 million students enrolled in at least one online course in fall 2015. The popularity of these courses can be attributed in part to their flexibility with working adults' schedules, students' ability to progress more quickly through online programs and, oftentimes, cheaper tuition. [See 10 low-cost online bachelor's programs for out-of-state students.]Online degrees can be beneficial to many college students, but some studies have shown online learners complete their programs at lower rates than students at traditional brick-and-mortar campuses. Individuals with student loans but no degree comprise two-thirds of defaulted borrowers. Though these numbers are not encouraging, just like for traditional programs, there are ways to reduce how much you'll need to borrow for an online program to ensure you won't become one of these statistics. Don't just settle on borrowing student loans to cover the whole cost of your program and living expenses. Instead, start thinking about how to cut costs and cover your balance in different ways, such as the following. -- Grants and scholarships: Even though you are taking an online course, you can still apply and receive grants and scholarships. But your first step should be to complete the Free Application for Federal Student Aid, commonly referred to as the FAFSA, which will allow you to receive a Pell Grant if your expected family contribution is low enough. The EFC criteria and award amounts are adjusted annually, but the 2017-2018 academic year awards range from $606 to $5,920, which could significantly lower the amount you borrow annually. Your next step is to apply for scholarships. You can start by checking online scholarship search engines, such as the Salt Scholarship Search, College Board's BigFuture and Peterson's. But don't forget to take advantage of local organizations and your school's financial aid office. Both may offer scholarships that you can't find with a national scholarship search. [Review these 10 sites to kick off your scholarship search.]For instance, organizations like the Elks Club, Knights of Columbus or the Rotary Club typically offer scholarships annually to local students. Just because you're going to school online doesn't mean you're ineligible. Visit your local library for scholarship listings, and ask around town. You might be surprised how many local organizations offer scholarships. While these scholarships typically aren't large, every little bit counts. Each dollar you receive in a scholarship is a dollar you don't have to borrow and pay interest on. -- Work-study: Another option for online students may be work-study awards. Not all students enrolled in online programs are eligible, but students at some schools -- including, for example, SUNY Empire State College and Liberty University -- are. Work-study awards are not given upfront like scholarships and grants. In most cases, they are an offer to earn up to the awarded amount if you secure an eligible work-study job. While there is a misconception that all work-study jobs must be on campus, students can work for off-campus, nonprofit or public employers as long as the work is in the public's interest. You may be able to work for a for-profit employer if the job is relevant to your course of study. No matter who the outside employer is, it will need to have an established agreement with your college for you to receive work-study funds. Remember, to be eligible for federal financial aid, you must be enrolled and pursuing a degree or certificate. If you're not working toward a credential, Pell Grants and work-study won't be option, but you may still be able to take advantage of private scholarships -- just be sure to read the eligibility criteria carefully. [Explore what to know about financial aid in online programs.]-- Pay as you go: One of the great benefits to enrolling online is the flexible schedule, which can allow you to complete your college coursework around your responsibilities. But prospective students often overlook using their part- or full-time job earnings as an option for paying for college. Almost 80 percent of college students in 2015 worked at least part time while attending classes, according to the National Center for Education Statistics. By budgeting and thinking strategically about your college costs, you can likely reduce your dependence on student loans by paying a portion out of pocket. Many -- but not all -- online programs are less expensive than traditional programs and often have shorter payment periods. Six, eight or 10 weeks are common course durations. Because of the frequency of payments in an online setting, you may be well-placed to pay as you go and possibly avoid borrowing altogether. Attending college online and avoiding student loans may be challenging, but if you are willing to put in the effort, you can limit the amount you need to borrow. More from U.S. News Q&A: Understanding Student Loan Discharge Eligibility Student Loan Refinancing Isn't Right for All Borrowers
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