Data Backup & Disaster Recover: Part 2 – Implementing and Managing a Data Backup Routine
Overview
When it comes to backups, the risk-benefit analysis is clear. Data loss can be devastating, while preventing data loss is quick and easy if you get it right at the start. Start backing up today, because tomorrow could be too late.
Collate all data
Setting regular backups takes time and effort, so your first job is to get organised.
Inventory all your data from your computers, pen drives, external HDs and any other place you store data. You need to consolidate all the data onto as few devices as possible.
The reason behind this is that the more organised and centralised your data, the better chance you have of making your life easier and more efficient.
Prioritise and group certain data
Once you have collated your data, you need to prioritise and group into 2 or 3 specific sections.
This is totally based on your data and what you have stored, but as an example I split data into the main categories below and then prioritised based on the importance of the data to me (importance should be based on business or personal requirements e.g. wedding day photos can be just as important in your personal life as the accounting and invoice sheets for your business life).
1. Personal Data (this covers CV/Covering letters, references, all word docs, files and folders)
1. Business Data (All business data and project data sorted into hierarchy of folders)
2. Personal Photos (All photos we’ve taken from the last 10 years)
3. Music, Video & Software (All my music, videos & software I’ve collated over the years)
Choose primary backup for data
One of the biggest decisions now is to decide where to store your data. For a list of options have a read of my first article which covers this area. There are pros and cons to each approach, and the best options depend on your circumstances.
Pen drives are handy and easy to store and move to different locations, but they have limited space and can be easily lost. External drives offer massive space, but they’re bulky, impractical to store offsite and can be damaged easily.
The online option takes up zero physical space, but you will have to find a provider you trust and be willing to pay a fee for the space. You also have to juggle the upload/download speed issue with the time needed to store your data.
A rule of thumb I use is to base the backup medium on how often the data changes.
For example: your music or photos are generally stored and only added to, very rarely deleted, so you want a medium that can handle the large sizes but is fairly comfortable at being static.
Whereas the likes of your personal and business data will probably be changing on a daily basis as you update documents, add, delete and manage files and folders, so you need a medium that is quite dynamic in this fact and efficient to control.
Choose secondary backup mediums for each data group
Once you’ve decided on a primary backup, you need to look at a secondary backup (a backup for your backups!)
Try to keep these mediums different to your others if you can, so if something blows up you’re not losing two lots of data. This also stops you putting all your eggs in one basket – a wise idea when you’re looking at backing up important data.
Find a good backup tool
While you can back up your computers manually, a good tool can make it almost effortless. Many tools will run automatically. For example, you could schedule your backups to occur overnight or while you’re at work.
You’ll also want a tool that backs up to the kind of media you’ve chosen — be it an external drive, a local network location, or online space. It’s best to use a flexible tool that backs up to multiple kinds of media. That way, should your needs change, your tool can adapt to your new circumstances.
Finally, some backup tools also assist with disaster recovery, restoring your system and files even when your operating system won’t start up. The best tools have all these features, and given how much time they save, they’re worth every penny.
Set up a Backup Log and start the backup process
Create an excel sheet on your desktop or somewhere you’ll see it every day, and add in the following headings from left to right across the page, and with the correct cell formatting:
Date (Full date and time of when the backup took place)
Files/Groups backed up (Free text for detailing what was backed up)
Primary Medium (Drop down listing your primary sources)
Secondary Medium (Drop down listing your secondary sources)
Completed? (A simple yes inserted once the backup is completed)
Location of backup (If you’re backing up onto DVDs or external HDs, then a quick note to say where the medium can be found)
Most of the good backup software tools will create backup logs for you to review and manage, but nothing beats having your own that you have to look after and manage.
There is a simple pleasure in filling the rows of information in and ensuring your backup log is up to date and complete – call me a geek but the simple pleasure is in the fact that you know that your data is secure.
Once you’re ready to go, either click the “backup” button on your software or start copying to your desired medium. Depending on the amount of data you’re copying/saving, this could take a bit of time, so be prepared to not have your PC running normally for a time.
Plan “backup time” at a comfortable time duration consistent with the importance of your data
Again dependant on if you have backup software or not, this is either an automated procedure or something you have to put into your diary and rigorously manage.
Manual backups can be time-consuming, and requires a lot in terms of discipline. On the other hand, tools that automatically make regular backups for you are peace of mind and can be quite efficient.
There are also tools that help with restoring files in the event of a disaster, so it is worth looking into these too.
For complete PC protection, consider software and tools which provide comprehensive, automated protection for everything you care about.
Part 3: Disaster Recovery Planning
Thanks,
Tony
