Organizing & Storing Computer Programs & Files

By: Gail White, President/Owner

Tailored PC Documents

Secretarial Services

Ph/Fax: 727-536-9393

If your computer hard drive crashes or your computer is infected with a virus or viruses and you need to completely reformat or replace your hard drive, are you prepared? If you purchase a new computer and have to install everything from scratch including all the programs and important files you have saved, do you have everything you need at your finger tips? If you had to leave your home (evacuate) in a hurry for any reason, what about your invaluable computer programs and files?

Here is what I have done with all my computer programs and files. You have no idea how handy it is to have all your program discs and files on discs in one place when you need them even if you have an external backup drive. You can't put your programs and all the information required to reinstall them on an external drive. You need the original discs.

If you work with your computer a lot as I do, you never know when your hard drive will fail, you might get a virus or simply upgrade your hard drive or purchase a new computer.

Following this procedure will take a little time and effort but trust me, it pays off.

1. If you don’t have a portable CD or DVD pouch carrier, purchase one. They are inexpensive. Be sure to purchase one that holds a minimum of 30 discs. (You may actually need two.)

2. Gather all the discs that contain the installation program files for all the hardware on every computer you own i.e. modem, motherboard, Windows operating system, graphics boards, sound boards, DVD and/or CD drives, printers, mouse, scanners, cameras, etc.

3. Gather all the discs for every computer program that is installed on every computer you currently own that you would want installed on a new computer or hard drive.

4. Regarding programs you downloaded, saved and installed from the internet including updates to programs you have discs for, create a sub-directory under My Documents and name it Downloaded Programs. Copy all the downloaded setup or installation files for those programs to that directory. (Hopefully you have saved them. If not, try downloading them again.) When you have all of the setup or installation files located in that directory, burn them to Read/Writeable CD’s or DVD’s. (It may take more than one disc.) Be sure to include any programs you use when on the internet, i.e. your internet connection program, Yahoo Messenger, AOL Messenger, other chat programs, email programs, anti-spyware, etc.

5. Sort all the CD’s or DVD’s by hardware installation programs and other software programs. Insert them in the disc pouch carrier. Include the disc(s) you created that contain the setup or installation files for programs you downloaded from the internet.

6. Gather all the information you have for all of the program installation discs, i.e. Key ID numbers, Serial numbers, Product codes, passwords, etc.… all the information necessary to install or reinstall the programs if you should ever need to. Create information forms using a spreadsheet program. The square forms should be laid out 3" by 3" with six squares to a Page. Type in the following information: PROGRAM: VERSION #: #OF DISCS: PASSWORDS: KEYS OR CODES TO INSTALL: Put lines next to each item. Print the page and cut the squares. Now write in the information for each CD in the square and put that information form in the disc pouch over top of each CD/DVD it applies to. For the discs that contain multiple files or programs, complete a separate form with a list of those files/programs and any other information you will need. If you have more than one computer and have different brand names or model parts installed on different computers, write down what part it is, the model number, serial number and what computer the part is installed on.

7. List all the downloaded programs you saved to a disc and put that list with the disc you created so you will know what is on that disc and the necessary installation information.

8. Create a spreadsheet on your computer or write on a legal pad. List the names of the installation discs and program discs along with all the necessary information you need for installation. Make notes that will be helpful during installation i.e. came with Windows XP or the modem. NOTE: some hardware installation discs also contain other programs on the same disc. List those programs and what disc they are on. Print the list and keep it with the pouch.

9. You should also have an external backup drive so you can copy all your important files on a regular basis. If you don’t, a minimum of once a month (depending upon your computer usage) copy all the important files you have on your computer to Read/Write CD’s or DVD;s. (No need to make a list of all the files.) Put these discs in the pouch as well. Make note on a paper to keep in the pouch when the last date was that you copied files to the discs. ESPECIALLY do this if there is a hurricane warning and you only have a few days notice to get this done.

Now, if you have to evacuate or leave your home in an emergency situation for any reason you can just “grab” the pouch and your backup drive (if you have one) and go. You won’t have to worry about taking the entire computer with you. If you did take the computer, what about your program discs if something happens to your home and they are destroyed and you needed them for a new hard drive or computer in the future? If anything happens to your computer or the hard drive, you have all the necessary discs and information with which to install the programs and copy your files to another computer or hard drive.

Another suggestion, if you are inclined and have the time, go through all the programs you use, one at a time, and list all the preferences and defaults you have set. This will also save you hours and frustration not to mention you probably won’t remember them all, should you ever need to reinstall everything on another computer, new or reformatted hard drive.

I hope you never need to reinstall but if use your computer on a daily basis as I do, sooner or later you will more than likely either have a serious enough problem to need to do a complete reinstall or you will want to upgrade to a newer more up-to-date computer or hard drive. Taking the time to do the steps above will save you invaluable time and frustration. Be sure to keep the discs, installation information and lists up to date each time you purchase a computer, new hardware, program or upgrade.

If you purchase a new computer that comes with hardware installed, save those discs with all the installation information. Do the same if you change a hardware part i.e. a printer, modem or graphics board and no longer have the old part. To avoid confusion, discard discs for computers or hardware parts you no longer have.

There are special programs that will allow you to completely copy everything from one hard drive to another but only if you know for certain there are no problems with the old drive depending upon how old it is. There could even be some hard drive compatibility issues. If there are problems with the old drive and you do a copy, you could be copying the problems too so most computer techs will probably tell you it’s best to do a fresh install. You wouldn’t even be able to do this if your hard drive is totally corrupted or something happens to your home and your computer is gone so please think about taking the time to do these steps. It make take a little time at first, but the benefits, convenience and time you will save later will by far outweigh the time it takes now. Do it now while there is no emergency. I guarantee you’ll be glad you did.

I have a spreadsheet already laid out in Excel 2000 ready to input the information categorized by type of program i.e. Fax Programs, Modems, Graphics Boards, Word Processing, etc. If you would like a copy of the template to input your own information, please email me. I’ll be happy to send it to you for FREE.