| Whilst the benefits of the next generation data | | | | Don't forget the software. Don't make the mistake |
| storage technology are obvious and plentiful, the | | | | of thinking "I've got an old tape drive in the store |
| potential for valuable historical data to be rendered | | | | room so therefore I can read the data from that |
| inaccessible remains a significant and increasing threat | | | | particular type of tape cartridge". If you don't have |
| that all organisations must address. | | | | the correct software applications or operating |
| The Storage Networking Industry Association (SNIA), | | | | system to read the data, extract the data and |
| through its Data Management Forum has profiled a | | | | convert the data to newer technology, then there is |
| serious issue surrounding the long-term storage of | | | | little point. How will you get the data from one |
| digital information. This initiative, called the 100-year | | | | machine to the other? It isn't always as simple as it |
| archive, asks what it would take to retain data for | | | | may first appear. At a very basic level, an example is |
| extended periods. The Long Term Archive and | | | | having an old WordStar word processing document |
| Compliance Storage Initiative looks at physical and | | | | on a 5 ¼" floppy disk originally written under |
| logical challenges to data preservation, especially in | | | | PC DOS 5.0 on an IBM PC/XT. How can you access |
| the light of eDiscovery mandates by lawmakers the | | | | the information contained within that file using the |
| world over. | | | | Windows Vista laptop sitting on your desk today? |
| Even a recent call from the founder of the internet | | | | Not only does the old 5 ¼" floppy not fit into |
| himself, Vinton Cerf, implores organisations to act | | | | the laptop, but it is unlikely that the software you |
| now to preserve our data for future generations. | | | | have on your laptop would read the file even if you |
| Throw into this whirlpool the increasing regulatory and | | | | could load the storage device. |
| legislative pressure from governments world wide to | | | | Do you have the floor space in your data centre to |
| ensure continued access to growing archives of | | | | accommodate the retired storage equipment? Most |
| legacy data and information, the question beckons of | | | | data centres have high operational expenses, and |
| what really are the options for compliance and | | | | with floor space at a premium, and sometimes |
| ensuring continued access to data when data storage | | | | charged by the square metre, is it practical to take |
| technology changes? | | | | up a portion of your data centre with rarely-used, |
| In a nutshell: | | | | dust-collecting, aging relics of storage technology? |
| 1. Migrate all archived, backup and legacy data to the | | | | How efficient would it be? |
| current/new storage technology of choice each and | | | | Given that you decide to retain legacy equipment |
| every time data storage technology is upgraded. | | | | in-house, how long would it take to restore the data |
| 2. Retain and maintain legacy data storage technology | | | | - particularly if a large volume was required? Could it |
| in house in order to restore data when required. | | | | be done quickly, efficiently and reliably? |
| 3. Do nothing and risk loss of data and possible legal | | | | The emerging trend: |
| consequences into the future. | | | | As a result of the increase in regulatory compliance |
| 4. Don't upgrade data storage technology | | | | and legislative requirements in recent years, an |
| In order to keep pace with burgeoning data growth | | | | alternative and much more feasible option for many |
| through adoption of more cost-effective data | | | | organisations is to entirely outsource this problem |
| storage technologies, this means periodically upgrading | | | | -data and all. Specialist organisations are emerging |
| your existing storage platform. Don't let the menace | | | | who can offer guaranteed access, on demand, to |
| of how to ensure continued access to your historical | | | | these infrequently required but important data assets |
| data deter or intimidate you from taking advantage | | | | in time to meet strict audit deadlines. |
| of the efficiencies and cost benefits of new | | | | They can provide data on call services whereby data |
| technology. | | | | can be quickly and correctly restored from any media |
| While the first two of these options sound feasible in | | | | type and from any data format, converted and then |
| theory, in reality both options can be incredibly | | | | output in any format and to any specified media |
| expensive, labour intensive, resource intensive, | | | | type. These services can be provided at a fraction of |
| impractical and unreliable. For these reasons it is | | | | the cost it would require to either migrate the entire |
| imperative to consider some important questions to | | | | data holding or manage it in house, and are |
| ask when faced with this dilemma: | | | | performed quicker and more efficiently due to |
| Do you have the time or budget to migrate your | | | | economies of scale and the organisation's expertise in |
| entire data holding from one storage technology to | | | | the legacy technologies. |
| another on a regular basis? | | | | A legacy data holding can be stored off site in a |
| With current trends and new technology adoption | | | | secure and purpose-built data vault, with access to |
| patterns, this could mean total legacy data migration | | | | the information offered on a variety of service level |
| as often as every 18-24 months or so, which is not | | | | options depending on the restoration turn around |
| only a very expensive and costly exercise, but totally | | | | required; the type of data and media involved, |
| unnecessary. What a waste of time, money and | | | | among other factors. Data can be restored and |
| resources if the data isn't required for restoration for | | | | converted on an as-needed basis, and then delivered |
| perhaps 10 years or more, (or possibly ever) - you | | | | either directly to your desktop via secure file transfer |
| could have already paid for it to be converted | | | | over the internet, or out put to disk or tape for |
| several times already by this stage. | | | | secure delivery, depending on the requirements and |
| Who is going to maintain each type of storage | | | | urgency. |
| technology and equipment in house? Many | | | | Organisations offering these specialised data on |
| organisations just don't have the manpower or the | | | | demand restoration services not only provide cost |
| headcount to implement this option internally. Keeping | | | | effective solutions to the immediate dilemma of data |
| a library of retired technology means the personnel | | | | access, but can also provide a whole range of |
| responsible for the equipment must not only have | | | | additional services which can give you greater cost |
| the skills and interest to maintain each piece of | | | | efficiencies and competitive advantage. These include |
| hardware over long periods of time, but that they | | | | services such as data segregation, de-duplication, |
| must also be able to use it correctly when the need | | | | backup, validation, compression and enhancement |
| arises. Regular audits and restorations using all types | | | | prior to the output of the restored data. The ability |
| of the retired storage technology would need to be | | | | to impart and offer guidance on the vulnerabilities of |
| implemented and tested to ensure the system works | | | | various types of aging technology, the recommended |
| when required. From experience, most organisations | | | | life spans of media cartridges, correct storage |
| (large and small) need their IT and data teams to | | | | procedures, not to mention the ability to provide |
| focus on the challenges of today rather than those | | | | regular data audits and test restores can prove |
| of the past. | | | | invaluable to an organisation in the protection of its |
| What happens if there are personnel changes within | | | | data assets for the future. |
| your organisation - will the transfer of knowledge be | | | | Think about it.......... more room in the data centre, |
| lost in the handover? As an example, how many | | | | personnel and resources freed up to concentrate on |
| people could you employ today that have the | | | | and be allocated to current projects, quick, worry- |
| experience to manage and operate redundant | | | | and hassle-free access to data when required, not to |
| technology such as a 9 track magnetic tape drive or | | | | mention the economic and value added benefits. |
| an old ¼" QIC tape drive? Probably very few, | | | | Throw into the mix the list of value added benefits |
| if any. As equipment gets older, the knowledge of | | | | and strategic advice which these organisations can |
| how to use and maintain it also disappears with it | | | | provide based on years of experience, then why |
| very quickly. Access to spare parts becomes close to | | | | would you consider any other option? Upgrade your |
| impossible when the original vendor no longer | | | | data storage technology today and let the experts |
| supports the product you are using. Even if you could | | | | take care of your archived and historical data access |
| buy a used unit on eBay, would you know how to | | | | requirements. |
| make it work again? | | | | |