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C2.3 · Back up and archive user files

Learn to back up and archive user files through clear examples and targeted practice.

Ontario Grade 11 Computer Science

Computer Environments and Systems

A practical guide to keeping useful copies of your work

A file saved on a computer can be lost if the device is damaged, misplaced, or its storage stops working. A backup is a separate copy kept so that files can be recovered if the working copy is lost or changed. An archive is a copy kept for longer-term reference, often after a project is finished. Both involve preserving user files, but they serve different purposes. This lesson focuses on practical decisions: what to copy, where to keep the copy, how to label it, and how to check it.

What you will learn

Explain the difference between backing up files and archiving files.
Choose files and a suitable destination for a backup or archive.
Describe how to make a copy and check that it can be found and opened.
Plan a simple file-copy routine for a realistic situation.

1. Backup and archive: related but different

A backup is intended to help you get back to a usable version of files after a problem. For example, a student might copy current project files to a separate storage location at the end of each work session. If the computer later fails, the student can use that copy to continue.

An archive is intended to keep a collection of files for later reference. A completed project might be archived at the end of a term so that its documents and supporting files remain together. An archive is not necessarily the best place for the only copy of work that is still changing.

The same files can be backed up while they are being used and archived when the project is finished. Neither label makes a copy useful by itself: the copy must be identifiable, kept somewhere it can be reached, and checked when appropriate.

A backup supports recovery from loss or unwanted changes.
An archive preserves files for later reference.
Keep working files distinct from their copied versions.

2. A dependable file-copy routine

Start by deciding which files matter. A project may include more than its main document: it could also include images, notes, or other files needed to understand or continue the work. Copying only the main document may leave out important parts.

Choose a destination separate from the working copy, such as an approved external drive or an approved online storage location. A second folder on the same computer may help organize files, but it may not help if that computer or its storage becomes unavailable. Follow the storage and privacy rules that apply to your school or account.

Give the copied collection a clear name that identifies its contents and, when useful, when it was made. Keep related project files together. After copying, look at the destination to confirm that the expected files are present and open a suitable file to check that it is readable. This check does not prove that every file is perfect, but it can reveal a missing or unusable copy.

When work changes, make a fresh backup so that the copy reflects a useful current version. For a finished project, make an archive with a clear label and retain it where you can find it later. A copy that is never updated may not contain recent work; a copy with a vague name may be difficult to identify.

Select the complete set of files needed for the task.
Keep the copy separate from the working files.
Use clear names and check that copied files are present and readable.

3. Choosing what to keep and when

A useful routine answers three questions: what should be copied, where should the copy go, and when should it be refreshed? The answers depend on the work. A project that changes often may need copies more often than a finished collection kept for reference.

For a backup, prioritize files that would be difficult to recreate and that you need for current work. For an archive, preserve the completed collection in a form that makes its contents understandable later. Include a concise description in the folder name or a small accompanying note if the contents would otherwise be unclear.

Do not assume that making a copy automatically makes it safe or useful. Confirm that the destination is the one you intended, that the copy contains the expected files, and that you can locate it. If you need to restore work, use the copy to place the needed files back in your working location, taking care not to confuse the archived version with newer work.

Match the copying schedule to how often the files change and how important they are.
Preserve enough related files for the work to make sense later.
Know where the copy is and how you would use it.

4. Apply the idea and practise

Use a simple decision process: identify the purpose, gather the required files, select a separate destination, copy and label the files, then check the result. If the purpose is recovery during active work, treat the copy as a backup and refresh it as needed. If the purpose is keeping a completed collection for reference, treat it as an archive.

In the worked examples, each situation is described as a practical file-management task. No program is needed to perform these actions; the goal is to make sound choices and explain how the copy will be checked.

Choose a method that matches the purpose of the copy.
A check after copying is part of the task, not an optional assumption.
Practise explaining what would be copied, where it would go, and how you would confirm it.

Ari’s copy check

Expected file	Seen in destination?	Next action
Project file	Yes	Keep
Video clip 1	Yes	Keep
Video clip 2	No	Copy it, then check again

Worked example

Protect an active project

Mina is still working on a presentation. It includes a presentation file, several images, and research notes. She wants a copy in case the working computer is unavailable. What should she do?

Identify the files
Mina should include the presentation, its images, and the notes because all three kinds of files support the current project.
Make a separate copy
She should copy the collection to an approved destination separate from the working copy, then use a clear name such as Presentation_Backup and a date if useful.
Check the copy
She should confirm the expected files appear in the destination and open a copied file to check that it is readable. This copy is a backup because Mina intends to use it for recovery while the project is active.

Answer: Copy the presentation, images, and notes to a separate approved location, label the copy clearly, and check that the files are present and readable.

Check: The project is still changing, so Mina should refresh the backup when important work has changed.

Worked example

Keep a finished project for reference

Jordan has finished a science-fair project and wants to keep its report, final images, and planning notes for later reference. What makes this an archive, and how can Jordan make it useful?

Gather the finished collection
Jordan should keep the report, final images, and planning notes together so that the collection records the project rather than only one part of it.
Label for later use
Jordan should give the collection a name that makes its project and completion status clear. A brief note can explain what the files are if their purpose would not be obvious later.
Confirm the archive
Jordan should check that the expected files are in the selected location and that a suitable file can be opened. It is an archive because the goal is long-term reference to a completed project.

Answer: Keep the report, final images, and planning notes together in a clearly named collection, store it in an appropriate location, and check that its contents are accessible.

Check: An archive preserves a completed collection for later reference; it is not a substitute for a current backup of active work.

Worked example

Find a missing item after copying

Ari copies a video project to a separate location. The project folder contains a project file and two video clips. After copying, Ari sees the project file and one clip, but not the second clip. Is the backup ready to rely on?

Compare with the intended collection
The intended collection has three files: the project file and two clips. The destination currently shows only two, so the copy is incomplete.
Resolve the missing file
Ari should locate the second clip and copy it to the intended destination, or repeat the copy of the complete folder if appropriate. Ari should avoid treating the incomplete copy as ready for recovery.
Check again
Ari should confirm that all three expected files are present and open a suitable file. Once the collection is complete and accessible, it can serve as a more useful backup.

Answer: No. The copy is missing a required clip. Ari should add the missing file and check the full collection again.

Check: Checking the destination caught a problem that would have been missed by assuming the copy succeeded.

Common mistakes and how to avoid them

Copying only the main document when the project also depends on images, notes, or other files.

Correction: Identify the complete collection needed to use or understand the work, then check that each expected item is in the destination.

Treating a second folder on the same computer as a fully separate backup.

Correction: Choose a destination separate from the working copy and follow applicable school or account storage rules.

Assuming that a copy is complete just because the copying step was attempted.

Correction: Inspect the destination, compare it with the expected collection, and open a suitable file.

Using an unclear name or treating an old copy as current.

Correction: Use a descriptive label and refresh a backup when important work changes.

Lesson summary

A backup is a separate copy intended to help recover files; an archive is a collection kept for later reference.
Select all files needed, choose an appropriate separate destination, and label the copy clearly.
Check that the expected files are present and that a suitable file is readable.
Keep active-work backups current and preserve completed collections as clearly identified archives.

Check your understanding

Question 1

Leah finishes a project and wants to keep its files to consult next year. What is the main purpose of this copy?

An archive for later reference
A temporary working copy
A current backup that will update itself
A replacement for checking the copied files

Show answer and explanation

An archive for later reference

The stated purpose is to keep a completed collection for later reference, which describes an archive.

Question 2

A copied folder is missing one image used by the project. What is the best next step?

Assume the image is not important because the main file copied.
Add the missing image to the destination and check the collection again.
Rename the folder and consider the copy complete.
Delete the working files immediately.

Show answer and explanation

Add the missing image to the destination and check the collection again.

The expected collection is incomplete, so add the missing file and verify the destination again.

Question 3

Which action best checks that a file copy is useful?

Confirm the expected files are present and open a suitable copied file.
Check only that the destination folder has a name.
Assume all files copied because the copy was started.
Keep the only copy in the working folder.

Show answer and explanation

Confirm the expected files are present and open a suitable copied file.

Checking both presence and readability can reveal a missing or unusable copy.

Key terms

Backup: A separate copy of files kept to help recover work after loss or unwanted changes.
Archive: A collection of files kept for longer-term reference, often after work is complete.
Destination: The location where copied files are placed.
Restore: To use a copy to put needed files back into a working location.

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About this lesson and its review

Published by DoAssignment. This reviewed lesson follows Ontario Grade 11 Computer Science (ICS3U), expectation C2.3. It is a study resource, not an official curriculum publication.

Before publication, content is checked for structure, mathematical or chemical notation, calculations, course boundaries, and readability. Errors can still occur, so corrections are welcomed.

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