Backup ... What Backup?

Whether you work in a small organisation, or in a large company, backup of key business data is essential.

While no one would argue with that statement, it is amazing how under prepared many organisations are, in terms of data recovery, following some form of disaster.

A recent article in the IT channel magazine Australian Reseller News (27 March 2002) examined this issue in light of the events of 11 September and published a list of lessons learnt. Of course it should not have taken this disaster to cause business managers to rethink their vulnerability in relation to data backup but it may be a timely reminder of the need for a data recovery strategy before it is needed rather than after!

The issues identified in the ARN article were as follows:

The impact of a disaster can go beyond your business location. If you have an off-site recovery site it too may be affected, or you may not be able to get to it due to street, bridge or airport closures.

Recovery time from tape backup can be too slow for effective resumption of business activity. Even when files are accessible and are recovered from tape, many files are found to be unreliable due to tape degradation.

Some businesses have found that when faced with recovering from some disaster, critical data has not been backup up. E-mail has become a critical vehicle for corporate information but it is not always included in backup regimes. Ask yourself how many proposals, agreements, quotes and contracts are contained only in your e-mail system at present?

For some organisations backing up data is neither done with precision or regularity. Different backup schedules for different servers or applications may mean that information that is critical for broad-based business processes cannot be properly matched after a disaster. Further, inconsistent backup regimes may significantly increase recovery time.

It environments that work best are those that automate the task of backup and recovery, and limit the need for human intervention and manual tasks such as tape transport and loading. For example, how often is it the case that the task of daily backup is done at the end of the day by the "last one out" – as a result by someone who may be tired, rushing to get out of the office and therefore more prone to making mistakes.

Disasters of a serious enough nature can affect more than one building or even one city. Off-site backup (and the ability to recover data) must be available.

Companies that rely on third-party providers may have difficulty meeting their recovery time objectives as disaster recovery providers usually only plan for a percentage of their customers requiring recovery services simultaneously.

Hardware can be quickly rented or replaced if insured. A new location may be quickly found. Mobile phones can be used instead of land lines. But the ability to conduct business depends on the availability of staff and the critical information they need to function. Once staff is secure, information is the key asset and needs to be recovered quickly.

While the reality of 11 September has heightened awareness of these issues, many businesses still lack the will to take appropriate measures for reasons of (false) economy, lack of awareness of what is available and reliance on old backup processes.

While we would all hope that we never see any disaster of the magnitude of that experienced in New York, many of these issues could be just as relevant following an office fire, a burst hot water cylinder, a virus attack, a power surge, theft, employee carelessness – the list is endless and Yes, it can happen to you!

If you would like general or technical advice on your current backup and recovery practices (or need help in establishing these!) please give us a call here at The Quill Consultancy Pty Ltd on 6231 0577.

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One backup solution we can recommend is Off Site Backup

The Document Centre, a well-established Launceston company that specialises in document storage for small and large Tasmanian businesses, offers this backup solution to local companies and we have recently entered into an agreement to represent the Document Centre in the south of the state and would be more than happy to discuss what this backup solution could do for your business.

This product offers a secure service that allows you to backup your key computer data using the Internet without the need for on-going staff involvement or computer downtime. It is then possible to recover quickly from any disaster that affects your organisation.

• Automated process - No computer down time during back up and no need for a full tape restore.

• Less work - No need to remove tapes and discs from your business premises and worry about their storage.

• Reduced human error - Remove the human element from daily backup, as no one has to remember to do it everyday.

• Convenient - Backup as often as you like, and whenever you like, while you continue working. Backups can also be performed manually if required.

• Multi-scheduling - Different backup file sets can be backed up at different times.

• Compressed data - Your data is compressed to approximately 20% of its size. You pay for compressed storage only.

• Economical - Costs from as low as $50.00 per month (depending on your volume of data to be backed up).

• Encrypted Data - Confidential, your data is encrypted using 448-bit technology.

• Security - Know that your vital data is stored in a secure off-site location giving you peace of mind. Access by user name, password and using an authentication key.

• Virus Free - Files are quarantined from viruses while on our server.

• Protection - Your files are stored in a secure physical environment, in a location well away from your main business activities.

• Just in case! - Files deleted from your computer(s) are maintained for a month on our off-site storage system.

• Remote Back up - Laptop users can backup/restore from the main database.

• Try it out! - You have a one-month obligation free trial to assess the usefulness and ease of use of this product.

• Easy to use - No upgrades of existing hardware or software are needed. The software has an easy to use client interface.