Backing up may be the most vital technical task you perform for your business. No matter what your company does, you’re likely to have critical information that can’t easily be replaced: your customers, employees, suppliers, or business processes.
The essence of a back up is to copy your vital computer information to another location for safe keeping in case disaster strikes. It may be the most vital technical task you perform for your business. It is very likely that you have critical information about your customers, employees, suppliers and business processes that can not be easily replaced. A sound backup policy is a crucial consideration in determining whether to run any computer systems in-house.
Considerations Backup Approach
The backup approach is perhaps the most vital aspect when evaluating backup solutions. The reason: The approach determines the restore time, cost, and the backup products and services available.
1. Partial / Data Only Backup
Only the key data directories/folders or files you specify are backed up.
You will need to review all your software to determine how and where your vital data is stored.
Backup Storage Space
You only need to backup the specific data you need so the storage space may be significantly less than your hard drive capacity.
Restore Time
If only a few files need to be restored, recovery will be quick. But, if a full restore is needed where operating system software and other applications need to be reinstalled and reconfigured, it could take days.
2. Full / Disk Image Backup
The entire contents of a hard drive are copied or cloned.
You don’t need to review all your software to locate key data because everything will be backed up. Data corresponds directly to backup time so more data means increased backup time and storage needs.
Backup Storage Space
Since the operating system, other software applications and data will be backed up, the backup will represent the entire contents of your disk drive.
Restore Time
Full restores can be done very quickly since you will not have to reinstall or reconfigure any applications. Most software also allows for quick single file restores as well.
Data Failure Events
Below are the two main types of failures you may encounter:
1. File Failure–A file has been accidentally deleted or has become corrupted. In this case, it is ideal to have multiple backup versions of the files in case you need to find an older copy that has not been corrupted. The file will need to be restored or the application reinstalled.
2. Disk Failure–The computer is out of commission due to a hardware or software problem, fire, flood or theft. Unless the hard disk drive can be fixed or installed on another computer, a full restore will be needed. The operating system, applications, configuration settings and data will need to be restored.
Note: There is an approach called RAID, (redundant array of independent disks) that can help protect against drive failures. While RAID is not technically a backup, it can keep you going in the event of a disk failure.
Ideal Backup Qualities Be simple to use and manage Allow a restore in time to meet business needs Be regularly transported offsite to protect against a site disaster Be verifiable Provide for multiple restore points Features Encryption
Backup files are encrypted to prevent unauthorized access.
Remote Access
Access backed up files remotely via the Internet.
Implementation Options
1. In-House Backup Solution
You or a hired technology service provider will evaluate, buy, implement, and maintain the backup hardware and software within your business.
2. Internet Backup Service
The software and the infrastructure to perform backups are provided by an Internet-based company. While a few services do advertise disk image backups, the truth is that most Internet backup services perform selective or data-only backups.
Deciding
The best way to go about settling on a backup strategy is to evaluate how each computer is used in the business. It is best to make a document to keep track of all your computers and some of the vital information. To find how vital a computer is to your business and what a recovery may involve you need to know (1) how many people use it, (2) what programs are used and (3) whether the original software is still available so it can be reinstalled. In general, computers should fall into the following main categories:
Desktop/Laptop
Partial or data-only backups are the most common. If an Internet connection is present, then an Internet backup will likely be cheaper and less of a hassle than an in-house solution.
Server
Depending on the business importance, it may be appropriate to perform both disk image and data backups, if a quicker restore time will be needed. Servers may also contain more applications that may be hard to reinstall and reconfigure. In-house implementation is usually the better choice, because Internet backup services are currently more geared towards limited data. RAID is also commonly used on servers to eliminate the possibility of disk failure which reduces your overall risk significantly. An alternative option would be to use a hosted server that includes managed backups.
Related Tips Tip 1 – Temporary Options
Any backup is better than no backup. Here are some simple ways to make a copy of files to protect your business data:
Local options
Use a thumb drive—aka a Flash drive—with capacities into the Gigabytes now Use CD’s, DVD’s, spare hard drives
Internet options
Make the most of attachments: many Internet services like Yahoo include a briefcase where you can upload files
Email Attachments: You can always email yourself a file or even a zipped-up folder containing several files.
Tip 2 – Central Backup Location for Everyone
If you are trying to back up several machines and driving yourself crazy trying to track down the files, consider letting the users do it for you. Designate a computer or server to be the backup source and give each person a directory. Then, tell each user to copy their files periodically to the server or risk losing data.
Tip 3 – Common Directories on Each Computer
If you are trying to help back up several machines it can also help to impose some common standards by making standard directories e.g. c:userword; c:userexcel so you will not have to guess where user files are located. You will also want to make sure that the preferences for applications are updated to save all types of files in the new directories.
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