procedures

Data Backup

💻 Data Backup & System Migration Procedures

This document outlines the standard operating procedure for backing up data for archiving or migrating to a new system. It ensures data integrity, software continuity, and environment familiarity.

1. Core Data Backup

  • User Profile Folders: Backup all standard user data: Documents, Desktop, Favorites, Music, Pictures, Videos, and Downloads.
  • Root Directory Check: Check C:\ root directory for any data folders stored outside the user profile (e.g., C:\Scans, C:\QuickBooksData, or custom project folders).
  • Cloud Redundancy Check: Double-check Documents, Desktop, and Pictures to ensure they aren’t being redirected to OneDrive or Dropbox.
    • Note: If redirected, verify files are set to “Always kept on this device” before copying to physical backup media.

2. Browser Data & Account Sync

A. Built-in Sync (Cloud-Based / Preferred)

  • Google Chrome: Sign in > Settings > Sync and Google services > Manage sync. Enable “Sync everything.”
  • Mozilla Firefox: Sign in > Settings > Sync. Ensure Bookmarks, Passwords, History, and Add-ons are selected.
  • Microsoft Edge: Sign in > Settings > Profiles > Sync. Enable all data toggles.

B. Manual Backup (Offline / Local Transfer)

  • Bookmarks (HTML Export): Access Bookmark Manager (Ctrl+Shift+O) > Export as HTML file.
  • Chromium-based (Chrome, Edge, Brave): * Manual: Copy the User Data folder from %LocalAppData%\Google\Chrome\User Data.
    • Tools: Use B4C All-in-One Browser Backup for automated local migration.
  • Firefox-based: Use Hekasoft Backup & Restore to migrate profiles between Firefox-engine browsers.
  • Opera: Save open tabs to Speed Dial folders, then perform the HTML Bookmark export.

C. System Credentials & Identity

  • Windows Credential Manager: Backup Windows Credentials to preserve saved network passwords and server logins.
  • Microsoft Account: Note the Microsoft Account address used for Windows setup, Office activation, or OneDrive.
  • Account Review: Navigate to Settings > Accounts > Email & Accounts and document all listed work or school accounts.

3. Email Configuration

A. Microsoft Outlook

  • Data Files: Locate and backup .PST files (POP3) or check for .OST files (IMAP/Exchange).
  • Metadata: Export or manually document Signatures, Custom Rules, and Auto-Complete (NK2) lists.

B. Mozilla Thunderbird

  • Built-in Export: Menu > Tools > Export. Creates a single .zip containing the entire profile.
  • Manual Profile: Copy the %AppData%\Thunderbird\Profiles\ folder (e.g., xxxxxxxx.default).
    • Note: You must also copy the profiles.ini file located one level up to maintain profile mapping.
  • Local Folders: Specifically verify if the user has “Local Folders” archives that exist outside of the mail server sync.

4. Software & Licensing

[!IMPORTANT] Software vs. Data: Data is easily transferable; software is not. Most programs must be reinstalled and reactivated on the new system.

  • Installers: If the original software installer is found on the old computer, copy it to the backup drive.
  • Product Keys: * Locate physical media or digital receipts.
    • Extraction: If keys are lost, use a tool to attempt extraction from the registry. Success is not guaranteed for modern versions.
  • Vendor Portals: Log in to vendor accounts (Adobe, Microsoft, Intuit) to verify available “seats” and download fresh installers.

🛡️ Post-Transfer Data Integrity & Security

After moving data to the new system or external storage, perform these verification steps:

A. File System Integrity (CHKDSK)

  1. Open Command Prompt as Administrator.
  2. Run: chkdsk X: /f (Replace X: with the backup/data drive letter).

B. Malware & Virus Scanning (MBAM)

  1. Open Malwarebytes (MBAM).
  2. Right-click the backup folder/drive and select “Scan with Malwarebytes” to ensure no dormant threats are migrated.

✅ Summary Checklist

  • Data Sweep: All user folders + C:\ root verified.
  • Browsers: Cloud Sync enabled OR HTML/Profile folders exported.
  • Credentials: Windows Vault/Credential Manager noted/backed up.
  • Email: PST files (Outlook) or Profile Zip (Thunderbird) captured.
  • Licensing: All product keys located or extraction attempted.
  • Integrity: chkdsk and Malware scan completed on moved data.

Client Responsibility: While we perform every due diligence to protect systems and services, the client is ultimately responsible for the safety, security, and redundancy of their own data.