"The best backup programs take the guesswork out of the data protection process."

Preface

Reliable backups must be performed daily, but without sacrificing the availability of mission critical data. A backup solution must be simple enough to use so that human error does not become a factor and the backup process occurs each day and without fail. If a backup program is too difficult to use, people who are not technically inclined tend to avoid using it, thus leaving the information and the business unprotected.

The best backup programs take the guesswork out of the data protection process. Backup programs like these use on-line cue cards known as "wizards", which prompt the user for the information needed to complete a given task. In addition, a good backup program will include an easy to understand scheduling feature that allows the data protection process to take place at the user’s discretion. This feature is important as it lessens the impact on the efficiency of the business, since the backup routine can be scheduled to commence after hours.

Step One

Decide how critical it is to have your data available. Being able to survive a full business day or more without your digital art files, data bases, documents or otherwise and continue business as usual is one end of the spectrum. Needing your data available 24/7 (24 hours a day, 7 days a week) with virtually no down time is the other. Once this decision has been made you are ready for step two.

Additionally, locate the data to be backed up and if possible centralize this location. If one server contains all your data, backup and recovery will be greatly simplified. If multiple servers and desktops contain data which needs to be backed up your strategy will be more complicated.

Step two

Research, purchase, setup and install your hardware and software. This will vary greatly depending on your choices in step one. See Products to consider for more information. Be sure to test your backup as well as your recovery prior to implementing this in a production environment. Remember, backing up is one thing, getting the data back in place as soon as possible is another.

Step three

The strategy involves step one as well. The types of backups are in general: full, incremental and differential.

A full backup is completely backing up every file selected. You can back up your whole computer/server or just the data. More on this subject below.

Incremental backs up only changed files. If incremental is used consecutively, only files changed since the last incremental backup are backed up.

Differential backups back files up that have changed since the last full backup. If differential is used consecutively, files changed since the last full backup, are always backed up.

Do you understand the differences? Don’t worry; it took me several readings to grasp this too. My favorite situation is to have an extra PC or Mac to test drive new things like this on. Once you see the differences in action and can restore actual files it will all fall into place.

I personally run a full backup on Monday and differential backups the rest of the week on the PC side. On the Apple side of the network I backup the server 24/7 doing a full backup once a month, differential once a week and incremental during all the other hours. Computers that are busy are bypassed until idle to avoid slowing them down. This idle time monitoring is possible through Retrospect software.

Step four

Disaster recovery is the process of recovering from a site-level outage or disaster. In "remote vaulting," backup media is taken off-site (daily is best and what I currently use) and stored in a secure location such as a bank safety deposit box as part of the tape rotation scheme. This off-site media is then available for system recovery if the on-site data is lost or damaged in a disaster.

Remote back up and off-site redundant systems are used when high availability is needed. If you company requires zero down time this will be a must.

Remote backup insures that your backup media is already off-site. If you have a system in another building, city, state or even country that is backing up your local data, chances of that site being affected by the same disaster at the same time is greatly reduced.

Redundant off-site systems are duplicates of your mission critical systems located as described in the previous paragraph. This method is the ultimate in zero downtime. A secondary server is ready to become primary in the event of a disaster.

At the very least, consider remote vaulting. Even if the vault is your home, at least get the media off-site. I highly recommend using a safety deposit box though.