The Seven Golden Rules Of Data Backups

Backups of company data are carried out for two main reasons. The first is to cater for those times when a document is inadvertently deleted or damaged and you wish to recover the original document; the second is as part of a disaster recovery plan in case something catastrophic happens to your computers (e.g., victims of a fire or theft).

Backups cost time, money and effort to implement, and they are of no value right up until the time you need them. This means they tend to be given a low priority, but ultimately they may easily represent the difference between your business surviving and failing. In this TipSheet, we look at the most common mistakes businesses make with backups.

1. Backup often

Re-entering data is tedious and frustrating. Backing up your company data once a week means that the most you should ever have to re-input is one week's worth Backing up your company data once a day means the most you should ever have to re-input is one day's worth. Frequent backups lessen the impact of data loss.

2. Don't keep any volatile data on desktop PCs

In many organisations, documents are kept on the hard drive of desktop PCs. It is unlikely that this is backed up regularly, if at all. A PC can easily be replaced: last week's quotations may not be so easy to replace. In particular, check that email is not stored on the local hard drive (this is very common in small to medium size businesses). All documents, spreadsheets, email, etc should be kept on a central server, which is in turn backed up regularly.

3. Automate the backup process

Backups are tedious to do. At 6:30pm, most people would prefer to set off home or join colleagues in the bar rather than stay in the office to find the correct tape and start a backup. Automating tedious tasks means they get done.

4. Monitor the backup process

While automating backups is a good idea, do check that they are running correctly. Make sure new files are being backed up; make sure the files of new users are being backed up. A quick check once a week could avert a much more serious problem later.

5. Keep backups offsite

If your business premises suffer a fire or flood, it is likely that backup media will be lost as well. Fireproof safes only protect media for a given time, typically one hour - if you use one, check the manufacturer's specification. If you always keep your backup tape in the server then when it is stolen the thief will probably throw the tape away. It's worth nothing to him, but it could represent bankruptcy to you.

6. Produce a "backup recovery" manual

A major disaster is not the time to try to remember how to recover data from your backup media. Have an idiot-proof, step-by-step procedure written - with a copy stored off-site - detailing how to reinstate your company data.

7. Test the recovery procedure periodically

Without warning, give the backup recovery manual to a member of staff and see how long it takes them to recover data. Many organisations never do this! No one involved with creating the manual or the backups themselves should be involved in the test. The results of the test should be analysed and the manual updated accordingly. A recovery test should be carried out at least twice a year. This proves both that the backups themselves are usable, and that your organisation understands how to use them if necessary.

About The Author

Keith Edmunds has been helping companies get the most from their IT investment for over twenty years. He is the Managing Director of Tiger Computing Ltd (http://www.tiger-computing.co.uk) and may be contacted at keith.edmunds@tiger-computing.co.uk

---

PARLOT.COM: Turnkey Money Making websites

Business Continuity and Disaster Recovery - Risk Analysis and Control

In the risk evaluation phase, there are a number of... Read More

Computer Data Recovery Options

Losing files on your computer can be a frightening experience... Read More

Learn How To Make Data Backup Over The Internet!

Why should you backup your data on the Internet?There are... Read More

3 Ways Computers Can Hurt Your Ministry - Part 1 - Ineffective Data Backups

Our computers have become almost indispensable ministry tools. What would... Read More

Want To Beat The Odds? Disaster Recovery Planning is Essential

Statistics show two out of five businesses go out of... Read More

Data Recovery Processes

Six months ago my computer crashed. When I turned my... Read More

Backup -- But Where To?

We all know we have to backup regularly, but those... Read More

The Importance of Data Backups

All computers and their components are subject to failure. In... Read More

5 RAID Data Recovery Prevention Tips

If you have spent the time to increase your computer's... Read More

Is Your Backup Good Enough?

As someone who has seen quite a few hard drive... Read More

Sea-Front or Action-gate

June 25, 2005Seagate Technologies' web site now indicates the company... Read More

Data Backup for Beginners

It's 10pm. Do you know where your data is?Data. Small... Read More

Business Continuity and Disaster Recovery - Business Impact Analysis

Business impact analysis is a critical part of the business... Read More

Data Recovery

Every person who uses a personal computer will eventually face... Read More

Data Backups ? One Key to Business Survival

Your customer data is a precious resource that can literally... Read More

Do You Have The One Key Ingredient Necessary For Disaster Recovery?

It is not rocket science, we all know that we... Read More

Bill Gates Made Data Recovery Easy

Bill gates provided a ready made option in Microsoft windows,... Read More

Computer Data Backups: Test Now or Cry Later

If you're like most small business owners, your computer data... Read More

Data Recovery The Easy Way

If you aren't prepared in advance, you will most likely... Read More

Data Recovery: Beginners Tips

Right now you probably in a lot of mental pain,... Read More

Online Data Backups for Newbies

How long have you been doing business online? Whether you... Read More

Did You Loose Your Windows XP Password? What Should You Have Done Before it Happened?

There is a common problem that happens with lot of... Read More

Hard Drive Crash? The Essential Data Recovery Report

Your worst nightmare just became a horrifying reality. You keep... Read More

Data Recovery - What Not to Do!

Data recovery is a tricky thing, and if you've somehow... Read More

How To Use Spyware Elimination Software

Spyware elimination software is designed to detect and eliminate spyware.... Read More