| As any experienced computer user knows, the | | | | of unhappiness somewhere down the road! |
| question is not "Will I lose data?" but "When will I lose | | | | The method I use: The method I use for my own |
| data?" The question I prefer to ask is "How can I | | | | network, and for the networks I have maintained, is |
| recover from losing data?" Keeping good backups is | | | | a combination of these solutions. In brief, I make |
| critical to coping with data loss. It is estimated that | | | | more than one backup and each backup is |
| 43% of all businesses suffering major data loss fail | | | | successively more difficult to access. My first line of |
| within 6 months of that loss. And if you lose those | | | | defence is to back up to a local, dedicated hard drive. |
| family photographs you may be in big trouble! | | | | This backup is done nightly using automated backup |
| Backup Considerations: There are a number of | | | | software such as GRBackPro, or even Windows |
| elements we need to consider when discussing | | | | backup (but there are a lot of problems with using |
| backing up: | | | | this free software). This first backup ensures I have |
| - The data must be secure. You probably wouldn't | | | | the day's work protected against drive failure or user |
| want your medical or financial records stored | | | | error; if the user happens to erase the wrong file the |
| somewhere in cyberspace where only your password | | | | backup is no more than 24 hours old. The chance of |
| stands between you and the criminal element. | | | | both hard drives failing at the same time is small, |
| - The backup program must be easy to use. You | | | | although not zero, but there is no protection against |
| may not do a backup if the backup program adds | | | | physical damage or theft. Later in the night (I do this |
| significantly to your workload. | | | | every night but you might do it less often depending |
| - The backup program must be quick to do a backup. | | | | on your level of paranoia) I back up the dedicated |
| You aren't likely to spend hours backing up data you | | | | drive to another location on the network, usually to a |
| may never need to recover, and human nature being | | | | computer which does nothing else but store backups. |
| what is we all know a drive crash will never happen | | | | This now gives a second level of protection, and I |
| to us. | | | | normally use a password on this backup as the |
| - The backup program must be quick to restore. | | | | computer may be somewhere else in the building (by |
| Once data is lost we want to recover and get back | | | | preference in the Server room, since it will usually |
| to work as soon as possible. | | | | provide a UPS, air conditioning, and security). |
| - The backup program must be affordable. For many | | | | Finally, I backup all the second level backups onto a |
| this is the first criteria considered, although in my | | | | removable hard drive (I prefer to use a third |
| opinion it should be the last. | | | | computer for this task but the drive could be in the |
| It is important to distinguish between backing up data | | | | backup computer) and then I take the removable |
| and backing up the entire computer. A personal | | | | drive off-site. You might be able to do a data |
| computer or a laptop with a small drive can be | | | | exchange/storage service with a friend, or a local |
| completely backed up-data, programs and all-and will | | | | business with which you have a good relationship; in a |
| usually restore to something very close to a working | | | | pinch even your local bank vault will work. This offsite |
| machine again, although this is really a job for drive | | | | backup now ensures that you have your data stored |
| imaging software. With a more complex computer it's | | | | in a separate location so that you don't lose all |
| usually faster to reinstall the operating system and | | | | everything in case of disaster. Since it's a backup of |
| programs and then restore only the data. On a | | | | a passworded backup, it's reasonably secure even if |
| server-based network, users should be discouraged | | | | it does happen to wander into someone else's hands. |
| from having any local data. This approach makes it | | | | Physically exchanging the removable hard drive is the |
| simple to just "drop in" a new computer at any desk | | | | only part of this operation that can't be automated |
| whether as an upgrade, a replacement, or just a loan | | | | and if it isn't done on a rigid schedule it's not terribly |
| during repairs. | | | | serious. The end result, then, is that you have an |
| The following discussion applies to either a | | | | original data source, a very easily accessed local |
| stand-alone computer or to a server-based network | | | | backup, a less easily accessed and slightly older |
| excluding the process of backing up the local | | | | nearby backup, and a very secure, somewhat hard |
| workstation. | | | | to access and even older backup. The chance of all |
| Backup Solutions: The most convenient backup | | | | these backups being lost at the same time is very |
| system would have duplicate copies of every file and | | | | small indeed. |
| program immediately accessible whenever data is | | | | Software: There are an almost infinite number of |
| lost. On a domain-based network it is possible to | | | | programs which purport to be the answer to your |
| achieve this protection by using Volume Shadowing | | | | backup needs. I've tried many of them, and have |
| and version tracking. Windows 7 offers some of this | | | | settled on GRBackPro as the software which does |
| protection but it's not particularly convenient or easy. | | | | what I want. Part of the choice is cost, of course, |
| Earlier versions of Windows are even more | | | | but it's important to consider whether it's possible to |
| challenging. | | | | get assistance with the program if it becomes |
| The simplest of solutions is to use an online storage | | | | necessary. One of the reasons I recommend |
| site such as Mozy or iDrive. There are many such | | | | GRSoftware is that they have been very responsive |
| sites, some free and some not, but they all suffer | | | | over the years. It's worth noting here that some |
| from the same problems: lack of speed and | | | | software uses a proprietary method of data storage. |
| (potentially) lack of security. All online sites are | | | | With Windows Backup, for example, is not only is the |
| inherently slow to access because the user's upload | | | | method proprietary but data backed up under one |
| speed is usually quite slow compared to the | | | | version of the software often cannot be restored by |
| download speed. In addition, it's seldom possible to be | | | | another version, even a newer one! GRBackPro uses |
| 100% sure that the online site data is kept | | | | the standard, familiar ZIP file format, which if |
| completely secure. | | | | necessary can be restored directly from Windows. If |
| A second solution is to use another hard drive, either | | | | you have a favourite program, by all means use |
| permanent or portable. This method is much faster | | | | it-anything is better than nothing. If you're hunting for |
| and security is not such an issue, but there is always | | | | something to use, I suggest you take a look at |
| the risk of mechanical failure or physical loss (fire, | | | | GRBackPro. |
| theft, etc.). Optical media (CD, DVD) are somewhat | | | | Conclusions: It takes a little while to get everything |
| less vulnerable to damage but there are problems | | | | set up for this multi-level backup solution. It takes |
| writing to optical media and they don't hold much | | | | some planning, and you may have to buy some |
| data. | | | | hardware. Fortunately, very large hard drives are |
| A third solution is to use a networked drive, but this | | | | now quite inexpensive; the cost is small compared to |
| presumes you have a network and still doesn't | | | | the cost of data loss. With a little thought and a little |
| address the issue of mechanical failure or physical | | | | money you can set up a reliable backup solution that |
| loss. Finally, there is the solution taken (I fear) by the | | | | will let you recover quickly and easily from even the |
| majority of users, which is to do nothing and hope | | | | worst disaster. |
| for the best. This is no solution at all, but a guarantee | | | | |