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Backing up your Software, Data & System State

If you ever decide to venture on an I.T. course (especially Microsoft) one thing is certain they will mention backups, backups and oh yeah, backups, usually about a million times.

Backups are like insurance, they are something we hate doing and hate having to do, they seem to have no real use. The worst part is that if we know we have to use them it usually means something has gone horribly wrong! It's been six years now since 9/11 and the way the world perceives backups and Disaster Recovery Plans are much different. We have realised that tested, verified backups are something more of a necessity rather than a preference.

If you already have a backup schedules in place...

- are they checked & verified?

- are they tested (by completing a full restore)?

- Do you have fault tolerance ?

These are some options...

- Buy expensive backup systems, with RAID / mirror and copy
   everything over and over again. Have a fireproof room full of CD's
   and DVDs with backups of every file including your holiday snaps.

- Setup an automated full backup schedule.

- Setup an external-offsite backup schedule.

      and my personal favourite...

- Get someone else to do it!

We can offer an off-site backup service from as little a £2/week, fully automated. Set it and forget it.

We can also setup your servers and PC's to backup safely and regularly so nothing important is missed, ignored or duplicated unnecessarily.

Leading Causes of Data Loss :

1. More data is being stored in smaller spaces. Today's hard drives store 500 times the data stored on the drives of a decade ago. Increasing storage capacities amplify the impact of data loss, making mechanical precision more critical.

2. Data has become more mission-critical. Hospital patient records. A graduate school thesis. Personal finance and tax information. Payroll records. Users today are storing more information electronically than ever. The loss of mission critical data can have staggering financial, legal and productivity ramifications on businesses and home users alike.

3. Backup tools and techniques are not 100% reliable. Most computer users rely on backups as their safety net in the event of data loss (a recommended practice). Ontrack research indicates that 80 percent of its data loss customers regularly back up their data, only to find them less than adequate at the critical moment they need to restore them. Backups assume that hardware and storage media are in working order; that the data is not corrupted, and that your backup is recent enough to provide full recovery. In reality, hardware and software do fail and backups don't always contain current enough data.

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Hardware or System Malfunctions (44 percent of all data loss)

Possible Symptoms
  • Error message stating the device is not recognized
  • Previously accessible data suddenly gone
  • Scraping or rattling sound
  • Hard drive not spinning
  • Computer hard drive doesn't function

Examples
  • Electrical failure
  • Head/media crash
  • Controller failure

Preventive Measures
  • Protect electrical components by using computers in a dry, shaded, dust-free area
  • Protect against power surges with an uninterruptible power supply (UPS)
  • Do not shake or remove the covers on hard drives or tapes.
Human Error (32 percent of all data loss)

Possible Symptoms
  • Previously accessible data suddenly gone
  • Message similar to "File Not Found"

Examples
  • Accidental deletion or drive format
  • Trauma caused by drop or fall

Preventive Measures
  • Never attempt any operation, like installations or repairs, with which you don't have experience
  • Avoid moving your computer, especially when it's in operation
Software Corruption (14 percent of all data loss)

Possible Symptoms
  • System messages relating to memory errors
  • Software application won't load
  • Error message stating data is corrupted or inaccessible

Examples
  • Corruption caused by diagnostic or repair tools
  • Failed backups
  • Configuration complexity

Preventive Measures
  • Back up data regularly
  • Use diagnostic utilities with caution
Computer Viruses (7 percent of all data loss)
   

Possible Symptoms

  • Blank screen

  • Strange and unpredictable behavior
  • Error message stating
  • "File Not Found" Message announcing virus appears on screen

Examples
  • Boot sector viruses
  • File infecting viruses
  • Polymorphic viruses

Preventive Measures
  • Use a good anti-virus package
  • Obtain software from reputable sources
  • Scan all incoming data, including packaged software, for viruses
Natural Disasters (3 percent of all data loss)
   

Possible Symptoms
  • While floods and earthquakes have obvious symptoms, brownouts and lightning strikes often leave no clues

Examples
  • Fires
  • Floods
  • Brownouts

Preventive Measures
  • Store tested backups in an off-site location
  • Install a UPS
  • Don't store critical data in a flood plain

 

** Legal requirements & issues **

Every company should be aware of the Data Protections Act

This was put in place to protect consumers and other companies data so it would not fall into the wrong hands. If you store customers or suppliers data you have a legal obligation and a care of duty to keep it safe when on-site and off-site.

If you make regular backups (for instance Sage or accounts backups) that are carried off-site unencrypted you should seek legal advice to check if you are in breach of this Act.

You may find you could have your Data Controller registration revoked if you are found breaking the rules stipulated in these legislations, and worse still could be sued if you actually lose data and a client loses business or revenue though your actions, or lack of.