What is backup and recovery?

The purpose of a backup is to ensure that you have a useful copy of important data from a computer, or a network of computers, in a different location. This allows a company or an individual to recover information if data is lost.

Data can be lost due to accidents, incidents, or computer breakdowns, for example as a result of a disaster, such as flood or if information has accidently been deleted.

To illustrate, if you had a long hand written document lying around on your desk at home and somehow, perhaps due to a fire, the document was destroyed, you would of course need to re-write it and replicate many hundreds of hours of effort. If on the other hand, you had regularly taken a photocopy and left that in a safe place, such as a fire-proof safe or in another physical location, you could refer back to the copy if the original was lost. The ‘backup’ would be the copy and the ‘recovery’ would enable you to refer to that copy and continue working on the document.

The downside of course is that unless you make a copy at the end of every day, you would still loose some information. Naturally, even if you hadn’t made a copy for a few days you would at least only have to re-write the work that hadn’t been duplicated and not the whole document.

This illustration works for technology to. It is possible to take a daily backup or at the very least a weekly backup of all your important data. There is naturally a cost attached to this i.e. the more regularly you backup the higher the cost in terms of storage and effort required, but if you have critical information, then this can be well worth the price.

The future of backup and recovery

The data archiving market is set for continued growth simply because organisations and individuals store more and more vital information on their computer systems. This data can be extremely important and the loss of such information could ruin a company’s reputation or impact its ability to do business simply because it is not able to recover critical data such as financial or sales information.

Furthermore, companies are often required to retain information in order to comply with international codes of conduct and in many cases local legislation. This means that many organisations must retain key data in order to comply with these rules for a pre-set number of years. These rules are unlikely to be relaxed. Indeed, if anything, they are likely to become more rigid. This, together with the fact that data retention periods are getting longer, it is likely to increase demand for backup and recovery facilities.

Why backup and recovery

There are many reasons why you would want to be able to backup and recover important data and while you hope that you will never have to use the backup and invoke the recovery of lost information, if a problem ever occur you and your organisation could be facing a major problem without a backup. Frankly the cost of the loss of data and the inconvenience will probably outweigh the cost of a backup and recovery system.

For example, if you had hand written a book or an important long document and didn’t make a copy, having to re-write this could take hundreds of hours and it might not be exactly the same, unless you could remember the original document word by word.

If you then replicate this problem across even a very small organisation where there are repositories of data including accounts, sales documents, marketing collateral, customer records as well as other large databases that could be lost or destroyed, it might make it impossible for the company to continue trading.

Early in 2008 Telia, a telecom company lost critical data from its customers and found that the last backup it had was from December 2007. As a result they had to pay compensation. You can read the full story here: http://www.monstersandcritics.com/news/business/news/article_1385007.php/Telia_Sonera_to_compensate_clients_over_email_crash

The process of backup and recovery

The aim of a backup and recovery system is to enable an individual or company to be able to recover vital information in the event that data is lost, deleted or destroyed. As a result it is necessary to follow a regular process to ensure that a copy of critical information is made and stored in a safe place.

For example, you could state that every Friday afternoon a backup is made on one of the types of storage outlined in ‘Types of media used for backup and recovery’. However it should be noted that if a backup is made only once a week then a maximum of a weeks’ data will be lost. It is possible to backup more regularly but this is more complex and will depend on your requirements and budget.

One further aspect of a backup and recovery system is to ensure that the actual backup is kept either in a very safe place, such as a fire-proof safe or preferably off-site at a third party location. This is quite simply because if the actual backup is destroyed then there will absolutely no recovery plan to implement, i.e. there will be no information left to replace the missing data! So, in summary, without a working or recent backup, there can be no recovery.

Types of media used for backup and recovery

Optical disk

An optical disk is another term for a CD or DVD. Optical disks are inexpensive and easy to buy as well as easy to store information on. Furthermore, it is possible to retrieve this information on pretty much any computer if required. However there are some concerns about how long a CD or DVD will last in terms of its durability.

Solid state backup

This includes such devices as memory-sticks or USB drives (*1) and flash memory (*2). These are also inexpensive ways of backing up information and are also very portable; however, they are limited by their capacity to store large volumes of data. While this might be fine for a small company it would not be suitable for a larger organisation.

Tape

Tape is one of the most popular ways of backing up information. Tapes are similar to the old fashioned cassettes but are inexpensive and offer the capacity to store relatively large amounts of data.

Hard disks

The capacity of hard drives have consistently been increasing while prices have been decreasing which means that they could be ideal for some companies to use for storing and backing up information.

Types of backup and recovery

Online backup

Online backup is a system where the backup system is physically attached to an organisation’s network at all times. It is efficient and allows for fast access of information that has been backed up and also has the advantage that it can retain the most recent information.

Offline backup

Traditionally backup was offline. An IT manager would have to backup information from a computer network and then physically move that information to a separate area in case it was ever required. The drawback with this is the time and effort required in order to complete the task but in many cases it is still a viable way of achieving a regular backup.

Near line backup

Near line backup is a compromise between online and offline backup. As a result it is less expensive than online, and the recovery process is typically slower. However, using backup systems such as tape can mean that recovery times can be achieved in a few seconds or minutes.

What type of organisations would benefit from a backup and recovery system?

All organisations should regularly backup data and information from their computers. This may be as simple as having a backup of key information at a third party’s premises, such as home, a friend etc. For larger organisations, more complex recovery plans are usually required.

It should be pointed out, that even for small companies and individuals working from home, you should copy critical information and store it perhaps with a friend or family member. Keeping a copy at home or on site can be useful but in the event of a fire or flood, it could be destroyed. This is why it’s best to keep the backup either at a third party’s premises or in a fire/water-proof safe.

Benefits of backup and recovery

Organisations can gain a number of benefits by backing up important information.

• Prevent financial loss. Not being able to access vital sales information such as contacts and telephone numbers and leaving you with the inability to be able to generate sales, even if it's just for 24 hours can be catastrophic. This will not only impact upon revenue streams but can have a major impact upon cash flow.
• A backup and recovery system (as part of an effective disaster recovery programme) can prevent loss of credibility and goodwill.
• It will ensure that staff will continue to be paid especially if it impacts upon payroll and other key financial records.
• A backup and recovery system will eliminate the loss of important operational information such customer records and financial information.
• A backup and recovery system as part of a disaster recovery plan may ensure that legislation and compliance issues are adhered to. Many organisations have to comply with strict codes of conduct or face being fined. These include banks and other financial services organisations as well as legal practices and organisations that retain medical records.
• Implementing automatic backup software is a good idea because it means that there will be less need for human intervention or the potential of someone forgetting to take a backup.

Potential pitfalls

• Timing of backup. Whilst backups are being taken this process can interfere with users’ ability to retrieve information. This is why backups are generally made outside of working hours to minimise the impact upon other people using the computer system.

• Performance. Taking a backup can also have an effect on the performance of the computer system or network because it has to complete a number of different tasks at the same time. This can sometime cause users systems to slow down.

• Not understanding that backup requires a process and set of procedures that need to be adhered to, i.e. who should take the backup, when should it be completed, where it should be kept and what recovery plans are in place if data is lost, etc.

• Costs. Pricing of storage needs to be factored in when making a decision as it is important to have the right amount of storage as well as the most effective type of storage for your organisation.

• Manpower costs. Whether you are an individual or a large organisation, there can be considerable effort required to take and retain regular backups.

• Data must be protected from unauthorised access. This is particular important when it comes to personnel records as there may be an implication from the Data Protection Act. Click here for more information about UK data protection. [http://www.ico.gov.uk/what_we_cover/data_protection.aspx]

• Keeping the backup either near the current system or in an unsafe place, i.e. if there were to be a fire or flood and the backup is destroyed, then the system would be rendered pointless.

• While having a backup is important, without a recovery plan or an effective method of ensuring that the information can be reloaded or accessed, then the system is useless.

Six steps to successfully buying a backup and recovery system

Step one

Identify the needs of your organisation and your users.

• Business planning. You will need to fully understand your backup requirements across the company and then draft a recovery plan.

• Are there any requirements that a particular group or department may need? Don’t take anything for granted.

• Your potential supplier should help you analyse your storage requirements depending on usage and the type information stored.

Step two

Identify your needs for a new backup and recovery system.

• What equipment will I require – what type of hardware and how much storage?
• What software will be required? 
• How much will it cost? Including to maintain and support?
• Consider future options – you may be looking to open another office or expand your current operation. As a result you will need to ensure that whatever you purchase now will be able to meet your future requirements.

Step three

Identify the right supplier.

• Use Conjungo www.conjungo.com.
• Look through magazine and online reviews.
• Talk to others who have recently installed a backup system in the same area as you.
• Use forums, networks and personal contacts to obtain recommendations.

Ask questions such as:

• Who has the experience of working with a company of the same size and profile as yours?
• Are any of those suppliers local to where you are located?
• How many similar installations have they made?
• Ask for references – ensure that the company is capable and reliable.
• Talk to a couple of their customers in order to see what benefits have been gained and what pains those customers went through when installing the system.
• Obtain a credit check through ICC Credit from their Conjungo listing to ensure that your potential suppliers are financially stable.

Step four

Request a detailed proposal from three or four of your preferred suppliers.

• Set a deadline for when you need the proposal back.
• Give out details in advance as necessary to ensure that the suppliers you have selected can give you the best proposal.
• Go and meet them in person – get a good feel for whether you will be able to work with them.

Step five

Select a supplier.

• Who best demonstrates that they understand your business and your requirements?
• Is the solution flexible and scaleable and therefore able to meet future demand? You don’t want to find out later that by investing a little more money now you could have saved money in the long term.
• Is it cost effective? Have they shown how and where you will save money?
• Does it clearly demonstrate the functional benefits – rather than just listing particular features? Does the proposal clearly show what the benefits are? There is no point in spending money on a system full of features that are of no benefit or that you will never use!
• How will your potential supplier support and maintain your system afterwards?
• How much will support and maintenance cost?
• Have you spoken to a couple of your preferred suppliers’ customers?
• Agree on financial terms – you may be required to pay a deposit but do not pay the whole amount in advance of delivery.

Step six

Implementation, testing and go live

• Install the new system. Only when you are entirely satisfied should you pay any balance outstanding on the invoice. This way, if there are any problems, your supplier will sort them out as a matter of urgency.
• Don’t forget to account for user training!

Points to remember when installing a backup and recovery system

It is unlikely that you will install a backup and recovery system yourself but by knowing the following steps you will be aware of what the process is, in order to achieve a fully functioning system.

• You will need to agree upon an RPO, or Recovery Point Objective. The RPO is the time taken from the backup to any loss or failure occurring. The best possible objective would be achieved just before any loss took place. This means that the less time there is between backups the less information is lost.

• RTO, or Recovery Time Objective, means the amount of time taken to get the business functioning after loss of data or disaster has occurred.

• Security. It is important that the data is protected and that unauthorised access is prevented. For example, a bank has to protect its customers’ records and financial details. This protection must be ongoing even with backup data. Unauthorised access of customer records will be in breach of the Data Protection Act.

• Implementation. Using scheduling software will potentially eliminate the reliance upon human intervention, i.e. not forgetting to take a regular backup. Many systems have this facility as part of their functionality.

• Trust. Only use trusted personnel or suppliers who have a reputation that is ‘second to none’ to manage and handle the information.

Conclusion

For any organisation or even individual not to have a backup and recovery system in place is as good as being negligent. There are many great systems available whether it is for a large enterprise network or a home user using an online system for regular backup.

It is easy to forget or ignore how valuable information is until it has been destroyed or lost. While the thought of loss of data through a flood or fire may seem dramatic and remote, it is often human error that causes the problems and of course computer viruses (link antivirus) that can destroy vital information and can cause havoc.

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Glossary

*1 USB drive. A USB drive is a small storage device that can store relatively large amounts of information. USB drives can be used on most PCs and as a result can be used to store and retrieve information from one PC to another. The fact that they are so small and light also makes them extremely portable. USB are also known as ‘memory sticks’ and because they have no moving parts are extremely durable.

*2 Flash memory. Flash memory is a solid state small hard drive i.e. it does not have any moving parts. Furthermore, flash memory can store considerable amounts of information while still being extremely light and mobile. Most digital cameras use this type of memory because it is so compact and able to hold large volumes of data.

FAQ’s

Why do I need to take regular backups?

Quite simply because if you don’t you may loose very important information that you may never be able to duplicate or generate again. This can be anything from a document or an email, through to customer records and key financial data.

What is the difference between backup and archiving?

Archive information is the primary copy of information which might need to be accessed every day while backups are secondary. This means that while they are both important a backup will record all the most recent information and data while an archive contains historical information.

What is the difference between disaster recovery and backup and recovery?

Backup and recovery is essentially a major part of disaster recovery. Without a backup of the latest data on the computer or network, it will never be possible to implement the disaster recovery plan simply because there will be no data to recover. The aim of the recovery process is to minimise any impact that a disaster might have on an organisation.

How do I find the right suppliers?

Conjungo is a great starting point, because it will let you find the right supplier according to your location, company type, size and whether they have the right accreditations. Furthermore, Conjungo is completely unbiased, has most of the major vendors’ partners included and is supported by the vendors as well as being fee to use.

Are there any legal issues I should be aware of with backups?

Information and records relating to individuals must comply with the Data Protection Act. This means that any backup with such information stored on it must be kept in a secure place (which it should be anyway) and that only authorised personnel should have access.

What is remote backup?

Remote backup means that you can store all of your data from your PC or network onto a third party’s (your supplier’s) computer storage facilities rather than using your own. This facility is accessed via the internet and it’s generally fully automated in that it will backup all the information required at a convenient time, i.e. outside of office hours.

How often do I need to take a backup?

In an ideal world, you would want to take a backup daily or even more frequently. However while some companies do actually do this, it will depend on your budget and how important the information is to you. In summary, you should backup data at least once a week.

Do I need to backup the same data every time?

No, you can actually just backup information that has been added since the last backup. This is more complex than taking a complete backup because the software will need to ‘know’ what information is new and what isn’t.

How secure is a backup?

Your data on any backup should only be dealt with by trusted personnel and suppliers. It is also possible to encrypt the information to make it extremely difficult to read if it does fall into the wrong hands.

How will I know which system or service is best for my organisation?

By discussing your requirements with a number of specialist suppliers you should soon get an idea of which system is best. You must of course fully understand the benefits of each and the potential downside and this will also be dictated by your needs and budget.