About a year ago, I was in the market for a new computer. It wasn't that my current computer was bad, in fact, I'd never had any problems with it, but as technology progresses and megapixels on cameras continue to make larger file sizes, It was time to pick up a laptop that could deal with the new demands of the industry. Because I was so happy with my older computer, I decided that I would buy it's newer and faster predecessor.
Now with my current computer about a year old, it's motherboard somehow got fried, my hard drive wiped, and I had photos in varying degrees of being processed for clients. When something like this happens it...well, it sucks, but it doesn't have to be a catastrophe. By preparing for the inevitable ahead of time, you won't risk getting sued in the event of being unable to deliver proofs, to your clients, and you'll have a game plan of how to get you computer up and running with all your files back within the timeframe you committed to your clients:
The time to act is before your computer gets sick. This means _now_!
1. Always try to set the expectation of clients so that you're able to exceed their expectations.
If you know that you can get files to them in a day or two, why not give yourself 3 weeks? Well, there are couple reasons:
A) What if your bogged down with more clients than usual?
B) What if your computer crashes and dies?
C) What if you'll be traveling during that time or have a vacation planned during that time? (Hopefully you're not leaving clients hanging unnecessarily)
Giving yourself a healthy buffer of time to deliver proofs to clients is just good common sense.
2. Create Recovery disks for your computer.
This can be done the very first day you bring your computer home or to your office.
What this does for you: If your computer ever acts up in a way where you need to go through and uninstall things to figure out the source of your problem, these discs will set your computer back to their original factory settings. You'll be able to do it yourself for free.
Expect to need 4-5 blank DVDs and _at_ _least_ an hour of your time. You can breeze through creating recovery disks in an evening while you watch television in another room. Just check during some commercial breaks, and insert the new discs when ready.
3. Back up first! Then, back up again! And again!
The key to never losing files is to back them up immediately before doing any edits. In my instance, I back up onto an external terabyte drive, while my computer simultaneously backs the same files up into a cloud server, then I add them to a permanent back up storage in the cloud and before there was the permanent back up storage in the cloud, I also stored them on cd's and dvd's at my mom's house. I'll explain each back up below, but if you're a photographer, These are extememly important steps and should be at the start and end of your post-processing checklist.
4. Have an external terabyte drive.
This won't protect your files if you don't back them up on the terabyte drive on a regular basis, nor will it help you in the event of a fire, tornado, or theft. And any files that did not make it over to the terabyte drive before your computer got sick won't exist anymore.
Alternatively, and before terabyte hard drives existed, I'd back files up by making copies on CD's and DVD's and stored them regularly at my mom's house. The alternative was to get a safe deposit box at your local bank and store the disks there.
With these services anything on your computer can be put back onto your computer or even onto a new computer within 30 days, Even if you accidentally delete them from your machine or your hard drive has a core dump.This also depends largely on your Internet service provider speed.
6. Consider permanent data storage in the cloud
You can also get permanent data backup storage in the cloud for anything you deem important enough on your computer. Like the external terabyte drive, you'll need to have very good data archiving practices for the permanent storage backup. Options are Livedrive and Dropbox.
This doesn't mean that you should promise to hold onto those files forever for clients either. In order to keep your computer running relatively fast and have storage for future clients, we have to have our limits. However, although your clients may be finished with the ordering process, you may have special plans in the future for some of the pictures, Having them stored permanently away from your terabyte/hard drive ensures you'll always have them for when time lets up and you have the chance to work on those side projects. And they'll be better protected in the event of a fire, tornado or theft.
Moreover if you're a professional photographer, this keeps you from getting sued. If you're photographing 3+ families a week that's a lot of files's. If youre storing them in permanent cloud storage immediately once you get the files onto your computer, you won't ever run the risk of not having those files and even if one client's batch of photos didn't make it all the way to permanent storage before the computer decides to die, you'll have that time to focus first on just getting those client's files back instead of all your files. That's peace of mind.
7. Always request discs of important computer programs or subscribe to a service that will allow you to load the program again on your computer instead of purchasing one-time downloads.
If they're important enough to you, make sure you have a way to get them back onto your computer without having to shell out another large sum of money.
8. Consider the help of Best Buy's Geek Squad to help you quickly get your computer fixed or replaced.
Geek Squad is great because they're just a short drive away for most people, however the wait time may be longer than SquareTrade which has a 5-day service guarantee although you have to ship your computer using postage and perhaps a supplied specialized box for your device. For a great comparison of these two warranties/services read about them on Lifehacker here: http://lifehacker.com/467133849
Even if you don't want to shell out that much money for something that may never break, You can bring your dead computer to Best Buy's Geek Squad and for a one-time fee of $199.99, you'll get a year's worth of Tech Support which includes the following:
- 24/7 Tech Support
- Diagnostic and Repair (Regular price without Tech Support: $199.99)
- Virus Removal (Regular price without Tech Support: $199.99)
- Operating System Installation and Repair (Regular price without Tech Support: $129.99)
- Software Installation and Repair (Regular price without Tech Support: $29.99)
- Password Reset (Regular price without Tech Support: $29.99)
- Memory Install* (Regular price without Tech Support: $39.99) *Additional hardware and labor may be required at additional cost
- Annual Computer Tune-up (Regular price without Tech Support: $99.99)
- Hardware Removal (Regular price without Tech Support: $19.99)
- Troubleshooting assistance for all computer related issues
- 15% Discount on all Geek Squad Services not covered by Tech Support
The answer was obvious for me to pay for the year of Geek Squad Tech Support because without it, I would have paid at least $380 and if anything fishy happens with this computer within the year-to-date purchase of this service, it will either be free or pretty close to free.
9. Consider using your Discover Card for an additional year of warranties.
If you use your Discover Card to purchase your electronics, you'll receive an additional year on any warranties your receive or purchase for your computer.
I will never forget a conversation I had during my senior year work/study program in high school with my boss who's only wedding photos were snapshots her guests were kind enough to make duplicates for her when they heard that her photographer had run out of town because "something happened to the negatives." Her story to me as a teenager stays with me even in my 30's and has probably influenced me more than anything else to always back up my files in multiple ways and have back up plans for my back up plans.