Is your data safe?

Computers are essential tools in almost every work environment. From filing and publishing to communication and calculations, computers feature prominently in many daily work tasks. More so than the computers themselves, however, it is the data they hold that is critical to an organization's success.

How would your organization be affected if tomorrow all your computer files were missing? Data backups are essential to safeguard against possible data loss. Every organization should have a data backup plan, which includes a regular backup schedule and a secure place to store the backups. 

Data Backups Defined.

• Backup: Duplicate copy of data stored for emergency retrieval.

• Head crash: Physical disturbance of the hard disk inside a computer that can result in the erasure of programs and data.

• Hard disk (HD): Internal component of computer that stores information in long-term memory; also referred to as hard drive.

Potential Dangers.

• Hardware failure: Head crashes are the best known, and usually the most damaging, type of hardware failure, although other more obscure hardware malfunctions can occur. Even something as simple as a power outage, if it occurs during sensitive operations, can damage a computer.

• Software failure: This type of failure can result from a range of causes, from poorly designed programs to computer virus infections.

• Other: Fires, floods, and twisters not only pose a threat to the physical property of a workplace, they can also wipe out electronic data. Another "natural disaster" is the ever-present human error of accidentally deleting a file, and not realizing it until it's too late.

Your backup plan will determine what data to back up, how often, what medium to use, and where to store data for safekeeping.

Getting Organized.

Designate one person as coordinator and record keeper of all backups. The backup plan should be put in writing and kept with your organization's policies and procedures documentation. Include the following in your backup plan:

• Name of backup coordinator and record keeper

• Method's) used for data backups, with a checklist of procedures

• Frequency of data backups

• Location of on-site data storage

• Location of off-site data storage

• Types of data (general) to be backed up

Record Keeping.

• The backup coordinator should keep a hard-copy log of the dates and times at which backups occurred.

What to Back Up?

You will need to decide what data you will backup. This will vary depending on what data is deemed mission critical, how much storage capacity you have, and what your budget allows.

Option 1: Back up everything on your hard drive. This approach:

• Offers the greatest amount of data security

• Allows for one-step restoration of total memory loss

• Can often be done automatically during off-hours. The downside of this approach is that it can be costly

Option 2: Back up only data that is necessary for the basic functioning of your organization. While a complete backup is recommended for its ease and added security, it is not a viable option for every organization. Keep in mind that maintaining regular partial backups will require more planning and vigilance because it cannot be done in one easy step.

Any work not easily replaceable should be considered essential. Here are some examples:

• Word processing; In-progress documents, final drafts, and important letters/memos.

• Databases; Address books, accounting records, and schedules/calendars.

• Internet-related data; Bookmarks, archived e-mail, and preferences/configurations

Note: You should also have a backup of any software programs for which you don't have original disks/CDs.

When and Where to Back Up.

• Create two-to-four backups and store them in separate locations. 

• One long-term backup, updated at least once a week (or determined by you as to how much data you can afford to lose), should be kept off-site. This ensures that one backup will be safe in the event of a building disaster.

• The other backup's (rotated set's) can be kept more readily accessible in the office and should be updated on a weekly or daily basis.

Storage Capacity.

Each backup medium has a different data storage capacity. The amount of data to be stored is a determining factor for which backup method to use.

Choosing a Data Backup Method.

Comparing the following backup features will help you choose the best method for your organization.

Test Your Backup Plan.

 It is important to periodically test your backup process to make certain that it is saving the data properly.

Definitions;

• Byte: Unit of computer memory measurement

• Kilobyte (KB): Roughly one thousand times the storage memory of a byte; average e-mail messages (without attachments) will be under 10 KB

• Megabyte (MB): Roughly one million times the storage memory of a byte; a standard floppy disk holds 1.44 MB

• Gigabyte (GB): Roughly one billion times the storage memory of a byte; desktop computers can store up to 20 GB

• Compression: Shrinking data so that it can be stored using less memory capacity; data in this state must be decompressed to use again.

Common Backup Hardware Devices

A. Optical Drive (CD, CD-RW, DVD) Backup; A very popular means of backup, generally recommended.

There are several popular Optical formats:

• CD-R 650 MB, once discs are recorded, they cannot be written over, can be read from any CD-ROM drive.

• DVD-R 4.7G Or 8.5G (Duel Layer), once discs are recorded, they cannot be written over, read only by a DVD drive.

• CD-RW 650 MB, discs can be rewritten indefinitely, can only be read by newer CD-ROM drives.

• DVD-RW 4.7G, discs can be rewritten indefinitely, can only be read by a DVD drive.

  • Prices for blank media have dropped considerably and are very low cost overall

  • CD-RWs and DVDs are becoming standard and are the better choice over CD-Rs.

  • Backups can be unattended and automated

  • Optical drives (CD-R, CD-RW) don't yet have as much storage capacity as some other popular back up methods, but large enough for most users needs. 

B. Tape Drives; Dated technology, generally recommended.

• Relatively cost-effective for the level of reliability and efficiency provided

• High storage capacity

• Reliable in long-term storage conditions

• Generally simple set-up, lots of technical support available

• As with many things in life, the more you pay, the higher quality you are likely to receive. Still, with just a little searching, you should be able to find a good quality tape system at a reasonable price.

C. Network Backup, Network Attached Storage (NAS); Can be highly effective.

• Backups can be unattended and automated

• More capacity and more reliable than saving on floppies

• Cheaper than tape or removable drives

• There is one major drawback to using networks as a stand-alone backup method. If the network server is housed in the same building as the computers connected to it, then it is just as vulnerable to physical damage.

D. Network and Optical Drive Combination; Highly recommended, a combination of network and Optical backup.

• Network can be programmed to automatically back up all the computers onto Optical drive every night

• Optical DVD is generally large enough to hold data from all the computers in the network

• Optical media can be removed and stored in an off-site location

E. Web-Based Backup; Relatively new development, very promising.

There are companies that will store your data online via FTP. Once configured for your needs, can be a very convenient option.

• Completely automated; no need to purchase or manage hardware

• Generally inexpensive

• Security: data is stored at an off-site computer

F. Standard Floppy Disks; Obsolete technology, not recommended for routine backups.

• Cannot hold enough memory for unattended backup

• Could require using hundreds of disks per backup session

• Storage is unreliable; high likelihood of disk errors that can corrupt data

What every your backup plan, if you want it to work, keep it simple and make sure it happens!