Data Backup & Disaster Recovery: Part 1 – Options & Services
For years I drilled into my clients that data backup was one of the most important business processes they should get set up and running regularly.
Which is why it was no surprise to me that when my hardware became unreadable and I had not backed up properly in a few months I felt like slapping myself about the head!
When you lose data it is such a frustration and annoyance, especially when the data is very important to you. Some things take you years to accumulate and potentially recover from, while other files, such as photos or videos of family, friends or special moments can be lost forever.
I had 4 big things happening in my life to distract me, and although the reminders on my monthly schedules were ringing with warning, I simply didn’t dedicate the time needed to make the necessary backups.
Data Backup and Data Recovery are important for everyone, not just businesses. If you spend the time early on to get a good system and process in place, then it will save you heartache and frustration further on down the line when you need to get something back.
Best Case Scenario: You never have to use it BUT you spend a few hours a week managing it.
Worst Case Scenario: You lose personal or business data BUT you can recover within 24 hours.
For those who think, “that won’t happen to me!” – here are some stats and figures on the subject:
- 70% of companies that lose significant data will shut down within 6 months of the disaster (1)
- 25% of all PC users suffer some form of data loss each year (2)
- 32% of data loss is caused by human error (3)
- 100% of hardware WILL fail: all drives eventually fail
(1) DTI/PriceWaterhouse Coopers (2) Gartner Group (3) Protect-Data.com
So a quarter of all PC users will experience some form of data loss and that a third of the time it will be our own faults – a compelling argument to get a backup system in place…
But then take a look at these startling figures:
- 80% of all backed up data is less than adequate and does not guarantee a full data recovery
- Hardware failure is accountable for around 44% of data loss
Source: Protect-Data.com
So you go to all the effort to create backups, but around 80% of them aren’t going to help you when you need them to, and the main place to backup is onto hardware which fails just under 50% of the time!
With all this in mind, it is worth getting a clear idea of what you can and should be doing, covering your bases and ensuring IF it does happen to you, your worst case scenario is a full return to sanity within 24 hours.
Although none can be classed as 100% guaranteed, there are simple and inexpensive ways to manage and automate your data backups – so what are you waiting for?
The Choices
Your options broadly fall into 3 areas.
1. Hardware:
CD/DVD/Blu-Ray
Backing up to CDs, DVDs or Blu-rays is a good option mainly for those who want to safeguard just particular files and folders, not an entire hard drive. That’s because optical discs have much smaller capacities: A CD holds only 650MB, a DVD holds 4.7GB, and a double-layer DVD holds 8.5GB.
The benefit to backing up to optical discs is ubiquity. All new PCs have disc burners, and the discs themselves are readable by any PC (they’re also very inexpensive when bought by the spindle). And, if properly stored and good quality media is purchased, an optical disc should last at least 50 years.
The big downside though, apart from the limited capacity is that you can’t set optical burners to automatically back up your files on a schedule.
If you plan to perform frequent backups, consider using rewritable discs. Unless you want to create an archive of your files throughout time, you can reuse the same disc by writing over it – you won’t have to constantly purchase new discs.
External HD
Probably the most common method of backing up data is to employ a secondary hard drive connected to your computer, either internally or externally.
Hard drives can deliver massive data storage capacities, from less than 100GB to more than a terabyte, at a low per-gigabyte cost. When shopping for a second drive, pick one that offers at least twice the capacity of your current drive as you’ll want the room to grow.
Hard drives should be strong and durable, especially external and flash drives, but they can be susceptible to a number of problems. Flash drives also have the problem of being so small you can tend to lose them as well.
Tape
I’m covering this quickly as I think tape has pretty much ran it’s course now as bigger capacity but smaller hardware is available. Tape may still be an option for some, but running costs, and the quality of the backup make this a difficult option to use for personal, small or medium sized businesses.
2. Software:
There are many different variations of software that all pretty much do the same thing. The main use of the software is for a user to provide a check of all the data that needs saving, and then the software runs the backup automatically.
Windows XP and Vista have simple backup utilities built right into the OS, if you don’t want to use a Microsoft product to keep your data safe then you can investigate free backup apps or purchase a commercial one.
The commercial software usually have more robust features, including scheduled backups and data recovery functions. Data encryption should also be looked at if you have sensitive information.
Take a look at this article – The Top 10 Backup Software Review 2009 for an excellent review and look at the pros and cons.
3. Online:
Thanks to always-on broadband, backing up your data to an online storage site is now a viable option. Besides convenience (you don’t need to purchase or install hardware), online storage often enables you to access your data from any PC that connects to the internet.
Another bonus is that online storage services offer automated or scheduled backup for “set it and forget it” ease of use. And unlike backing up to another drive or optical disc, your files are stored on a remote server, not in your home. This means you don’t have to worry about theft or natural disaster – your data will still exist in cyberspace.
But due to issues with bandwidth and maximum upload speeds determined by your Internet service provider, backing up files online will take longer than copying files to a secondary hard drive. And depending on the type of service and pricing plan you choose, this method could end up costing a lot more than purchasing an external drive or using optical discs – especially since some ISPs, count uploads towards monthly quotas.
Online services also can’t create a full-drive mirror image, like you can with an external drive, so they’re best for backing up files such as digital photos, music, and Office documents.
Some online services I’ve investigated are:
- Drop.Io
- Carbonite
- Mozy
- Google Docs
- Zoho
- Amazon S3
Conclusion
Ignore data backup at your peril!
Sure, backups can be time-consuming, but weigh the few minutes you might spend securing your data against the painstaking task of reconstructing it, or worse, losing it forever, and there’s no question which is the preferred alternative.
CDs and DVDs aren’t the only way to back up your data, nor are they the most convenient. The best method is the one that’s easy enough that you’ll actually do it, so keep that in mind as you decide which way to go.
CDs and DVDs are still fairly essential while we still wait for lightening fast internet connection speeds.
I also recommend a backup for your backup – one copy at your physical location and another offsite (or online), in case of fire, flood, theft, or other disaster. Ideally, both should be continual and automatic.
I am currently backing all personal and project data onto both DVDs and an online repository, to ensure I’ve got the best of both worlds.
I would also recommend grouping your data into smaller, more manageable projects that can be looked after correctly. For example.
- Split your personal documents from everything else and keep them backed up regularly as they will need more frequent updates
- Keep music, video, film and pictures together as a group repository and then back these up separately using a more static format
The key is to weigh all the offerings and determine which delivers the features you want at a price that fits your budget. If you’re not backing up more than a gigabyte or two, the free online services are a great resource. Crunch the numbers on the paid services, however, as it may cost less to buy an external drive that’s on sale.
My final point is to be very careful when managing the version control for your files and folders. It can get very messy quickly if you have several versions of the same things in different locations.
My recommendation is to create a hierarchical structure of folders for your version control, and stick to it rigidly to ensure you’re always backing up and working from the most up to date copy.
Part 2: Implementing and managing a data backup routine
Thanks,
Tony
