Clean the Hard Drive Before Dumping Your PC

<h2>Clean the Hard Drive Before Dumping Your PC </h2>
<h2>If you're getting rid of your old computer, chances are there's sensitive data on it. Make sure it doesn't fall into the wrong hands. </h2>
By Kim Komando
<p>If you're getting rid of your old computer there are some things you should know about it. </p>
<p>Chances are there's sensitive data on it. If you're like me, that PC's hard drive contains a compilation of your personal and <a href="http://www.microsoft.com/india/smallbusiness/product_overview.mspx">business</a> life. If the wrong people were to grab it, they could hurt you and your business very seriously. </p>
<h3>Is the Data Really Gone? </h3>
<p>Here's the problem: An index of files is maintained for the hard drive, telling it where things are stored. When you install a file, especially a big one, it is scattered around the hard drive in bits and pieces. On your command to open the file, the hard drive checks the index, then gathers the pieces and reconstructs them. </p>
<p>When that file is deleted, the links between the index and the file disappear. That tells your system that the file is no longer needed and that hard drive space can be overwritten. But the deleted file remains on your computer. Only when it is overwritten do you begin to be safe. Even then, a specialist might be able to recover the old data. </p>
<p>Assuming you just deleted everything in preparation for saying goodbye to your PC, it is unlikely that the sensitive information has been overwritten. It's still sitting there, and anybody with the right software could find it. </p>
<h3>Do You Trust the Recipient? </h3>
<p>How you handle this really depends on where the computer is going. If a trusted employee or your Aunt Minnie is getting it, you can probably just delete everything. If you're selling it or giving it away to a stranger, you might want to do some more work. </p>
<p>So here are my four suggestions. </p>
<h3>1. Give the Computer to a Trusted Employee, Friend or Family Member </h3>
<p>If you trust who you give it to, I wouldn't put a lot of effort into destroying data. Recovering deleted data isn't automatic. A thief or con artist will have to get some specialised software and learn to use it. Lots of boring data would have to be sorted to find the good stuff. The average (honest) person isn't going to bother. </p>
<p>So if you give the PC to someone you trust, you should simply delete the files. More extensive work probably isn't worth the effort. Just be sure the recipient is honest. </p>
<h3>2. Reformat the Hard Drive and Re-install the Operating System </h3>
<p>Reformatting a disk prepares it to accept a new operating system. It also wipes out everything on the hard drive. That's your goal. </p>
<p>Reformatting will keep most people out of your old files. But specialised shareware exists to reclaim files after reformatting. If you do not know who will get the computer — or you do know and you don't trust them — stronger measures are required. </p>
<h3>3. Buy Software and Overwrite the Disk, Again and Again and Again </h3>
<p>If you don't know much about computers, this might be easier than Step 2. There are several programs that write gibberish to the hard drive. They promise that nobody will be able to find your files after the software is utilised. </p>
<p>Norton's SystemWorks includes an application called Wipe Info. OnTrack's DataEraser offers a similar feature, as does Jetico's BCWipe. There are more such applications on the Internet. </p>
<p>You can leave the operating system and other files on the hard disk, if you want. These programs can be set to overwrite only the unoccupied areas. The process can be slow, because they write to the disk repeatedly. You might want to run it overnight. </p>
<h3>4. You're Totally Paranoid, so Get Out the Acetylene Torch </h3>
<p>I'm not kidding. The only absolute and assured way of protecting your data is to destroy the hard drive. To do that, you need to remove it from the computer. </p>
<p>The Pentagon shreds its hard drives. That should work, assuming you can find a hard-drive shredder. I've never seen one. </p>
<p>You need to destroy the platters inside. Try smashing them with a hammer. Destroying them with a torch should work. </p>
<p>Step 4 seems excessive to me. But you're right to be paranoid about this. Identity theft is becoming more and more common. Be careful, no matter who gets the computer. </p>

Are You Still Not Backing up Your Data?

Planning for a worst-case scenario isn't alarmist. It's common sense. By putting together a data back-up plan you can avoid a business catastrophe!

You should know this by now: Computers can and do fail. And nasty viruses can take down your system by creeping through your antivirus software

and firewall.

The problem is that you usually get no warning before it's too late.

This has happened to many. In extreme cases, it has put companies out of business. And the worst part is this: It's completely avoidable. By backing

up your data, you can retrieve all or most of what you lose.

Yes, there is a hassle involved. But you owe it to yourself — and your business — to take stock of your backup plan (or lack thereof) by reviewing

these tips.

Most Important: Back up Your Customer Databases and Payroll Records

What's the heart and soul of your company? People have different opinions, but certainly your customer or client database has to rank high.

Inside one or two data files are all the nitty-gritty details including what they buy, when they buy, how they pay and so forth. Contact lists also are

databases, and you might have yours combined with your customer list.

So, where would you be if you lost your database? How would you feel if you attempted to open your database and it wasn't there? Not good, I'll bet.

So you should be backing up.

Also mission-critical for backups are your employee payroll records. You don't want to lose the information that you have to report to the tax

department. Your employees don't want problems with them either. And they certainly don't want to be paid late.

Protect Your Registry Settings

You should be backing up all of your data. But if you don't, a third item you should have high on your priority list for regular backups is

your Windows Registry. This is the huge database that tells your computer how to run. Without it, you have an expensive paperweight.

Most backup programs allow you to back up the Registry automatically. If not, you can easily do it manually. Here's how:

• Click Start > Run.

• In the box, enter "regedit" (without the quotes). Click OK.

• In the Registry, click File > Export (or Registry > Export Registry File in Windows 98). Navigate to your backup medium. It will probably be drive

E:.

• Name the file and click Save.

You don't need to back up Windows or your applications, such as Microsoft Word. If the worst happens, you can always re-install them. But

information you create must be protected.

Store Your Backups Off-Site

To really be safe, the backup medium (tape, CD or DVD, etc.) should be removed from your site. If you are backing up to tape, for instance, and you

leave the tape cartridge in the machine, you'll be protected if the hard drive fails. But if the equipment is stolen, or the office burns to the ground, the

backup will be lost.

The safest procedure is to use a different tape or disk each day. Keep all but the current day's backups off-site — at your home, perhaps.

Forget About Doing Backups with Floppies

The earliest backup medium was the floppy. These are no longer practical. They hold hardly any data, so a large collection would be needed for a

backup. You would have to sit at the computer for hours, swapping the floppies in and out. Don't even think about it.

Tape has been the medium of choice for a number of years. Tapes are relatively slow, but the process can be automated. You can schedule the

backup for when you're sleeping.

Tape drives and the tapes to go with them are relatively expensive, too. And the software can be difficult. Tape is a great backup medium, once you

understand it. It has its drawbacks in terms of the time and work involved. But once you get a system running, it can go smoothly.

Here are some other options:

• Back up to a burner — a CD or DVD drive. Neither holds nearly as much data as a tape. If you decide to go this route, be sure your software allows

automated backups. A CD or DVD will work well if your data is not voluminous. CDs will hold up to 700 MB; most DVDs will hold 4.7 GB.

• Use a Zip or Jaz drive. These are made by Iomega. Zips hold 250 MB of data; Jaz holds 2 GB.

• Use an external hard drive. These hold a vast amount of data. They attach to the computer via high-speed connections such as USB 2.0 or FireWire.

Hard drives are fast, so the backup wouldn't take much time. But an external hard drive is relatively bulky, so you would get tired of taking it home.

Another Option to Consider: Backing up on an Internal Hard Drive

You could use a second internal hard drive, although that would mean leaving the backup in the office. Windows automatically accommodates multiple

hard drives. You could simply copy your data from the master hard drive to the second one, known as a slave.

If having two hard drives appeals to you, consider a RAID system. RAID stands for Redundant Array of Inexpensive Disks. These systems can be

complicated but a two-disk system is simple; you set it up as a mirror.

When you save something, it automatically saves to both drives. The second drive looks just like the first. So if one fails, you have a perfect copy. And

RAID will automatically switch you over to the working drive.

Some motherboards have RAID capability built in. If yours doesn't, a RAID card can be added to the computer.

However, a RAID system would leave your backup inside the computer. That leaves you vulnerable to fire or theft.

Need More Security? Consider an Online Backup Service

If you're especially concerned about safety, you might want to consider an Internet backup. There are many firms on the web that will store your data

for you, for a monthly fee. You can run the backup automatically.

Don't consider this route unless you have a high-speed internet connection. Backups by dial-up modem could tie up your phone lines for hours at a

time.

Also, Microsoft SharePoint offers the ability to store copies of your most-vital business documents in a secure area that you can access through the

Internet. SharePoint is available as part of Windows Server 2003.