Data Backup and Recovery – JSS2 Computer Hardware & GSM Repair Lesson Note (Third Term)

Data backup is the process of copying important files to a separate, safe place so they can be restored if the original is lost or damaged.

Behavioural objectives

1. Define data backup and data recovery.
2. List five common threats to data.
3. Describe local and cloud backup with examples of each.
4. Explain how to recover a deleted or lost file.
5. State and apply the 3-2-1 backup rule.

What are data backup and data recovery?

Data backup is making a spare copy of your files, like keeping a photocopy of a document in a separate, safe drawer.

• Data: the files, photos, messages, contacts and documents stored on a device.
• Data backup: a spare copy of data kept apart from the original.
• Data recovery: getting data back after the original is lost, stolen or damaged.

Why do we need to back up data?

We back up data because lost files are often impossible to replace.

• Example: a student spends three weeks on a story or school project, then the computer falls and breaks.
• Example: a virus wipes the files, and without a backup all the work is gone.
• Benefit: with a backup, the work can be copied back and nothing is lost.

What are the common threats to data?

There are five common threats to data: hardware failure, human error, theft, disasters and malware.

1. Hardware failure: hard drives are machines, and eventually they wear out and stop working.
2. Human error: clicking “Delete” on the wrong file or folder by mistake.
3. Theft: someone stealing your laptop or phone, with all the data on it.
4. Disasters: fire, flooding, or a sudden power surge that damages the computer.
5. Malware: viruses that damage files or lock them so you cannot open them.

What are the methods of data backup?

There are two main methods of data backup: local (physical) backup and cloud (online) backup. Most people use both.

1. What is local (physical) backup?

Local backup is copying files onto a physical device that you can hold in your hand.

• External hard drives: hold a huge amount of data, such as thousands of movies.
• USB flash drives: small and portable, good for school assignments, but easy to lose.
• Memory cards (SD cards): mostly used for photos in cameras and phones.

2. What is cloud (online) backup?

Cloud backup is sending files over the internet to be stored on a secure computer (a server) owned by a company.

• Examples: Google Drive, iCloud (for Apple devices such as iPhones), OneDrive and Dropbox.
• Benefit: you can get your files from any computer in the world just by logging in.
• Limit: you need an internet connection to save or get back your files.

What is the difference between local backup and cloud backup?

• Local backup: the copy is on a device you keep near you.
• Cloud backup: the copy is stored online on a company’s server.

How is data recovered?

Data recovery is what you do after the loss has happened, to get your files back.

• From the Recycle Bin: a file deleted by mistake is usually still in the bin.
• From a backup drive: plug in the external drive and copy the files back to your new or repaired computer.
• From the cloud: log into your Google or iCloud account and download the files.

How do you restore a file from the Recycle Bin?

1. Open the Recycle Bin on the desktop.
2. Find the deleted file.
3. Right-click the file.
4. Choose “Restore”.
5. Check that the file is back in its old folder.

• Note: once the Recycle Bin has been emptied, the file is no longer there. Only a backup can then bring it back.

What is the 3-2-1 rule of data backup?

The 3-2-1 rule is a safety rule that professional computer users follow to keep data safe.

• 3: keep three copies of your data.
• 2: use two different types of media, for example a USB drive and the cloud.
• 1: keep one copy in a different location, such as a flash drive kept at your grandmother’s house.

• Reason: a fire or theft at home cannot destroy the copy kept elsewhere.

How can we back up data on a phone?

Phone backup is copying contacts, photos and files from a phone to a safe place such as a cloud account.

1. Connect the phone to the internet.
2. Open the phone settings or the backup app, such as Google Drive or iCloud.
3. Sign in to your account.
4. Choose what to save, such as contacts, photos and messages.
5. Switch on backup and wait for it to finish.

• Restoring: sign in to the same account on the new or repaired phone and choose to restore.

What are good backup habits?

Good backup habits keep your copies up to date and safe.

• Back up often: a copy made last month will not contain this week’s work.
• Keep copies safe: store drives away from heat, water and thieves.
• Protect accounts: use a strong password on cloud accounts.
• Check your backup: open a few files from the copy to confirm they work.
• Use auto-backup: let the phone or computer back up by itself when it is connected.

Evaluation

1. What is the difference between “backup” and “recovery”?
2. Name two physical devices you can use to back up your school projects.
3. If your house catches fire and your laptop and external hard drive are both inside, which backup method would have saved your data?
4. True or False: if you save a file on Google Drive, you can open it on a different computer in another country.
5. State the 3-2-1 rule.

Assignment

List your own important data, such as school projects or photos, and write a simple backup plan for it that follows the 3-2-1 rule.

Teacher’s note

• Activity: ask students to check if their parents’ WhatsApp or Google Photos is set to “Auto-Backup”.
• Reason: this is a real-life example they see every day.