How Much Data is in your Bug Out Bag?

Was reading about those folks in CA frantically grabbing stuff from their houses. Saw a picture of someone trying to dump boxes of paper into their car. It wasn't pretty.

Nestled in both our long-term kits and our "grab and go" bags sits a set of CD's. We have family photos, scans of our important documents (license, credit cards, insurance documents, much more), backups of our contact lists and more.
We over 4,000 photographs, at least 300 8 1/2x11 pages of scans and copies of our Quicken files, all of our contact lists and datebook data and more in less than 16 ounces of plastic.

Here's some pointers for making "Data To Go" disks.

If you're an outlook sufferer (sorry, I mean "user") remember that the file "outlook.pst" is everything - your email, contacts and all that...if you back up one file, make it that one.

Try to keep all of your files in ONE folder and back up the ENTIRE folder on a daily basis (I actually "mirror" my documents folder to an external disk via a program that "mirrors" files on my computer, and it's backed up evey five minutes. But I'm crazy.)

Save all images as JPG files (some programs use goofy files like the "max" format which is basically useless on other computers.

If you remember to do it regularly, export your contacts as Text files - anything can read those.

Remember to BACK UP your application CD's - yes, I'm saying make a copy of the CD's that came with your computer, the CD's for programs you bought and so on. Write the license keys right on the CD's AND on the CD sleeves and put the originals in a fire safe. Keep the copies in your long-term kit. You may not be coming home, as some folks in CA are learning.

In todays' society your data is as important as anything else you pack.

Very nice post, spot on!

It would not hurt to place photocopies in a safety deposit box or with trusted family / friends in a different area as well. You could certainly tell how many folks never gave a thought to "Being Prepared" . There are a lot of lessons for all that care to watch and learn from others mishaps.

How often do you update your BOB cd's?

I'm no longer an Outlook sufferer myself, using KDE-PIM. I have a calendar going back to the 80's in icalendar format and all my contacts in vcal format under Kaddressbook. I back them up to a 128M USB flash drive that I carry in my pocket with my. The advantage of the Linux programs like mine is the ical and vcal are standardized and in plain text format so it worst case I can view the contents in dos edit on a dos machine if I had to. Everything else, receipts, pictures and such get scanned and burned to cd.

Hi there
Just a word of caution - Make sure you can read your backups -
On a couple of occasions I have found the files I've backed up were corrupted or simply in an outdated format. Excel files I have found are the worst offenders, but I have had problems with most "Office" documents
joblot

I also do CD back-ups of my data. Been doing it for years. I pack them in one of the AOL metal boxes that flooded the world a few years ago. I think I have 5 0r 6 CD's in the box.

I am worried about theft of the data. What a treasure trove for the identity thief. Consider getting a program that converts common data types to pdf format (adobe reader) and use the encryption/password option. I also put a Adobe Reader distribution program on on of the disks. But so far, every time I needed to view a program, the computer i was using already had adobe reader on it. Almost everybody does.

We live full time in a RV and therefore have no room for paper documents. Thus everything gets scanned anyway. Just a small task to create the BOB disks.

I also make a copy of the cd's and mail them to my daughter who just throws them in the corner, to be replaced by my next batch.

Very nice post. I also make regular backups, although no where as frequent as you do, nor as frequent as I should either. But I had not though of scanning documents for archival purpose. What an excellent idea.

Here's a couple of thoughts on that idea.

1. Avoid depending upon an backup program for archiving. Save that for restroring your system. Archive documents should be in JPG, PDF or TXT format as these are more likely to be read by programs 10+ years from now. Imagine the difficulty you'd run into trying to restore an old Fastback file from 10 years ago. I just recently tossed a box of 8" floppy diskettes from a Wang OIS word processor that contain much of my collage homework. Heck I still have a bunch of 5 1/2 floppies! Likewise, don't use Zip drives. The technology will change way too fast.

2. Set your default data directories into one file directory tree. For example, sub folders (directories) under Windows "My Documents." This will make locating and backing up/archiving your data easier.

3. Make backup copies of all critical software applications original diskettes. Test them by reinstalling teh software before putting them away.

4. Scan copies of your software licensing certificates. You can purchase replacement CDs for a nominal charge if you can provide proof of licensing.

5. Arrange for out-of-town storage with a friend or family. Having your only back-up set in a BOB bag only works if you can get to the BOB. You may also loose the BOB in the heat of battle during a true emergency as well.

6. If security is an issue, there are encrytion programs available for purchase or even as freeware or shareware. You can encrypte the entire CD as you write your files to it. Chose your passphrase ( a long version of a password) carefully. You will not be able to recover your files if you forget it. If you must write it down, keep it separate from the CD and don't label it as "Passphrase."

7. Pay attention to technology changes. Someday, CDs will become obsolete. Be prepared to either rebuild or convert your archive on new technology. (think of my Wang docs on 8' floppies)

8. Some other items to consider including are credit cards, insurance and precription cards, calling cards, social security numbers, etc..

9. Some information that I should include in an archive I keep in a database for easy management. Keeping in mind that the particular software, like MS Access, that you use may not around when you need it, archive off the data in one of two ways (or both). The cheapest and easiest way is to export the data as a fixed length text file. This is the most universal format for exchanging data between machines and programs. Be sure to incude a copy of the file record and dictionary (if appropriate) to make it easier to import into the new software 10 years from now. Two, create a report in your database software and then print the report into a PDF file. This requires the purchase of Acrobat, the full product not just the reader, in order to create the file. It's nice becasue it retains the report's formating, which may make it easier to read and understand the date. But it's also a bit riskier as the technology may change at sometime in the future and Acrobat may not be a viable software. I would consider doing both, fixed text for protection and PDF for ease of use. Resist temptation to store images as a binary object field. That data will nor export cleanly into a text file and then you are dependent upon having the database software to extract it.

10. Don't forget your PDA backup directories.

The BOB CD's are updated quarterly, unless it's something super-freaking important, as was the case when we got a new homeoners policy document when my previous insurance comapany went under.
The most important thing I have on the computer, though, is the "mirror" drive. Basically, we're talking about an updated data set continually availible in two places. this is just good dpractice for anyone who uses a computer, not an "equipped" issue.
The funny thing is that we've pretty much abandoned desktop computers here at my office (which is also my home) - my wife and I have have matching iBooks, and they are quite small and easy to carry, so for a grab and go situation, the laptops are up there with food and water.

Do legal documents saved on CD's still retain the same legal status as the original paper form? I mean if I were a judge or lawyer and someone presented me with identification or other legal document that was saved on CD I would have to question it. I mean anything can be reproduced with a decent photo art program.

A great post and a good reminder to me to get with it. I've got a filing cabinet in the office, but I highly doubt that is going to make it out the door with me.

Does anyone have any experience with the online internet backups? I saw a blurb on TV about them a while back -- interesting idea, although I think they charge a user fee.

The general rule is that you can resort to copies when the originals are not available. Electronic documents are very common now. I am very comfortable with backups of important documents on CD, and I am about as traditional a lawyer as you might find.

I back up some of my stuff online with my ISP. With most email accounts, you get 5-10 MB of space to post a web page. You can just as easily use an FTP program (like WS_FTP) to upload zipped, password-protected files, or encrypted files to this space. That way, in an emergency, I can access these files from any web-connected PC in the world.

Just curious - what application do you use for your mirroring? I have a little network of 3 PCs in my home office and I;ve been wanting to do this for backup purposes.

I also make copies of pay slips (at least the first and last of every company I worked for, and the last of each year) ; could be usefull for claiming pension rights.

Or for IRS ....

It may not have a real legal value, but it's at least a good point to start when trying to retrieve that kind of info, if the original papers burned with the house ....
It's far more easy to get copies of original documents, if you at least have references/dates/aso.... to start the search.


alain

It is likely to be helpful. The law is growing increasingly comfortable with electronic backups. Just how helpful will depend on the circumstances in your situation and the applicaable law in your particular jurisdiction. To maximize the usefulness of your documentation you would want to consult a lawyer in your state to help in designing your backup system.

Good luck,

John

For good long term storage stay away from pdf also. Is is based on postscript but is an adobe propritary technology so if Adobe decided to change it your stuck. Also don't rely on the password of a pdf or word doc to keep people from opening it, thats all the furthur I will elaborate on that. Also jpg's are a lossy compression. Even though the file size is bigger tif is a non lossy format (non compressed). If you want to compress then compress with zip, gzip, whatever afterward. Interesting point of trivia, tif format is how fax machines store data internally. Since my career/hobby/life revolves around computers my laptop if a big part of my preparations. My most recent purchase was a 3 lb laptop so I can take it with me easier. When I undress for bed and unload all my gear from my belt and pocket it ges on top of the laptop bag (which is designed to fold open and allow the laptop to be used without being removed from it) so everything is in one place ready to go.

Do you believe that TIF images would be more suitable for this application than JPG?

Also, with regards to PDF, I would suggest a strategy of using both, text and PDF, if time and space allow. Yes, PDF is not an open standard and runs the risk of changing over time. But it has been one of the more stable proprietary file formats in the industry and it does offer so real benifits for archiving. Two features in particular, one is that it retains the original source tool format, which can make understanding of the content easier. Two, it can be indexed using the Catalog feature. You can index the entire contents of the CD and be able to retreive a required document in seconds. Again, I would also archive the same content as text as a failsafe.

Proprietary format for you data is only a problem if you don't have the viewer. If you make a habit of getting a viewer application on the disk along with the data you are probably GTG. Yes there could be a problem finding an older OS version that is capable of runnig your viewer app. You could go with something like a minimal linux like Knoppix and burning a boot image on along with appropriate viewers. Takes up some of your data space but not all of it and then you have a bootable CD with viewer apps for all stored data and all you need is a x86 pc that can boot from the CD. Makes the backup process a bit heavier but it can be scripted to lay down the knoppix + viewers on each CD that is submitted for use as a backup media. Not too hard with a linux based environment. In a windows environment where your backup is some proprietary software instead of the simple shell script then this sort of approach might be a bit more difficult. Never seen a "minimal" win2K bootable CD with any room left over for data.

>>Never seen a "minimal" win2K bootable CD with any room left over for data. <<<

Not much left on a hard drive either! <img src="images/graemlins/smirk.gif" alt="" />

And to think - Used to be able to get DOS running from a floppy. BTW doesn't DOS == Denial Of Service?

In another life, I used to work for Wang Labs, a company from your neck of the woods that owned the word processor market. I can still remember seeing my first 10MB disk drive for a PC. Prior to that a 10MD was a footlocker sized unit from CDC. Or my first 1MB memory card for the Wang VS system. It was a 24"x24" circuit card filled with rows and rows of chips. <img src="images/graemlins/smile.gif" alt="" /> I still even remember seeing an old memory card for one of their early programable typewriters (an IBM Selectric hooked up to a CPU). It was a maze of thin copper wires that threaded through tiny iron ferrite rings, which I understood to be Dr. Wang's own invention when he was employed by IBM (Hence his seed money to start his own business). Ahhh.. The good ol' days. <img src="images/graemlins/crazy.gif" alt="" />

I worked 13 years for the french subsidiary of Control Data Corp.
I too did see the first memory "boards", matrix of thin wires and ferrite beads (tores ??) ...
And the huge hard disks... I think that was the 844 disk drive..... Older coworkers have kept those disk plates, to make tea tables .....(well... they don't drink tea, rather something stronger ... but that's not the point .... <img src="images/graemlins/smile.gif" alt="" />

At that time, you used a scope to troubleshoot the machine .... now you just replace it !!


Alain

Okay! Okay! I remember ...

I had a prototype personal computer disk drive Wang was working on that really predated any of the PC microdrives.

They fashioned a formica top that sat on top of a metal case (actually an empty MV2000 chassis for those familiar with the gear). Underneath was the spindle moter. On top a plater clamping knob that retracted and extended wire fingers meant to hold down the single platter. And then there was the head retactor to move the two read/write heads, one on top and the other for the bottom platter surface. Topped of with a smokey plastic hinged cover that looked more like a record player dust cover. I must add that it was an antique when I worked there, I'm not THAT old! <img src="images/graemlins/shocked.gif" alt="" />

O.K., you win .....
I am not that old either. I joigned Control Data France in 1976.

My first personal micro-computer was a TRS-80, for which I made a memory extension and added single sided 5" floppy disks (was it 80kb ??)

Man,.... how many nights did I spend with Thérèse (for TRS) ....?? ........ <img src="images/graemlins/grin.gif" alt="" />


Alain

Only poblem with the viewer theory is you have to have the viewer on the cd. Then you have to make sure it will work in whatever OS and test/update it for newer OS's. I keep mine in text with uncompressed graphics. If I want to make it look nice I write it in HTML. HTML is simple text with control tags so if the www and html were to go away I still can open and read the text. The nice thing about html is creating hyperlinks to jump around and you can use common tools to create a site map/index. I've been able to read my data on everything from DOS to Windows, Linux to MAC, PC to PDA. HTML reformats well so I can read my info on large to small displays easily. I actually have a calendar file (ics format which is plain text) that is a hournal of my life foing back to 1988. When I started and quit jobs, school schedules, class notes, accomplishments, school notes, etc. All those years fit into a 2M file.

How durable are the CD-R discs? I recently read a technology news item that said burnable cd's are only good for 2 years or so then the data gradually becomes unreadable.
OTOH if you update your data backups maybe it's easier to burn new discs.

Brian

I ran across an interesting shareware application that scanned your directory tree, on a CD for example, and produced an HTLM page of the contents. This is an easy way to create a table of contents without much effort. I can't remember the name of the software I used, but I'm sure there are several out there. Plus each OS has commands to print a directory tree to a text file. The hyperlinks to the file and readability are the main advantages to the shareware app.

> With most email accounts, you get 5-10 MB of space ... upload zipped, password-protected files, or encrypted files...

Unfortunately, everyone else in the world can get your files, too, and ZIP file password "protection" is notoriously easy to crack. At lease use an encryption tool (PGP, etc).