Backup is one of the most critical tasks you can perform for your organization. Losing documents, databases, or email could be disastrous and can cost you time, money and effectiveness. Data loss can occur in several ways: corrupted hard drives, damaged, lost, or stolen equipment, flooding, fire, and more.
Backup all the data you would need if your system stopped working tomarrow. For most, that would include backups for:
- Documents on your Desktop
- My Documents folder
- Email files (if using Microsoft Outlook, try this free tool from Microsoft to help email back: http://is.gd/8wMgg)
- Database files
- Accounting data
- Organizational pictures & videos
- Favorites folder
- Shared folders and files
Do not backup music or personal files. The more uneccesary data you backup, the more it will cost your organization to store and retrieve.
Where to Backup
There are many valid options to choose from when backing up your data. In an office environment, ideally you have a central backup location that allows you to capture backups for all staff and shared files. In this case consider external USB hard drives or an online backup service.
External USB Hard Drives
For larger amounts of data, multiple users, or to create backup archive sets, use an External USB Hard Drive. These are larger than flash drives -- but still portable. A best practice is to purchase two or more external USB hard drives and swap them out (onsite to offsite) on a weekly basis so you’ll never lose more than a week’s worth of work in case of computer malfunction or disaster. These drives vary in size. Choose a drive that is large enough to backup all of your data with room for expansion - over time you'll need a bigger drive that what you need today.
Consider:
- Amount you plan to backup and size of USB Drive (80 GB up to 1 TB)
- Physical size of the external USB drive. Mini’s (2.5 inch drives) are much smaller and do not require an electrical outlet (80 - 500 GB). These smaller drives are also more portable and easier to take offsite (see Western Digital Passport drives).
- An offsite backup source is critical to any disaster recovery plan. Some agencies keep their backup in a bank lockbox or at a staff person’s home office. Make sure to have a designated location and swap out policy. Consider HIPAA regulations, as well.
External Hard Drive Vendors:
Flash Drives
Flash drives are affordable, small, portable, easy-to-use, and come in memory sizes from 512 MB all the way up to 128 GB. They work best for individual computer systems only.
Consider:
- Physical size and configuration for your use.
- Speed. Not all flash drives transfer data at the same rate. Faster drives will cost more.
- Flash drive memory size. 1 to 2 GB will store most of your files. Choose a 4 GB or higher drive if backing up lots of photos and email.
- If your backups exceed 4 GB, consider purchasing an external hard drive instead.
-
Flash drives are small and can be easily lost. Some drives come with a lanyard which makes it harder to lose.
-
Just like all computer equipment, flash drives can fail. It might be best to keep mulitple backups on multiple drives.
Flash Drive Vendors:
NAS, Storage Server, and Home Server
NAS: A NAS device (Network Accessible Storage) is a simple network accessable external hard drive. Models include the use of either a single or multiple drive (for increased reliability). They include a basic management for User and file share security/access rights. The "Pro" side of a NAS is that once setup, they are extreamly easy to manage and very reliable. The "Con" is they are not as "full featured" as other solutions storing only the files and folders users place on them. There is no "automated" backup features etc. They also require some solution for offsite backup (usually a mini external USB drive that can be carried offsite).
Storage Server or Home Server: Storage Server is a simplified version of Microsofts Server 2003 paired with a proprietary network storage device. Unlike traditional NAS devices, Storage Server will perform automated client backups as well making shared folders available. Security and access rights are managed thru the Storage Server OS. Like the NAS, these devices also require an offsite usb hard drive solution. Home Server is similar to Storage Server but is limited to 10 users. Home Server is less expensive and has some additional features over Storage Server that make it easy to manage and maintain. Automated client backups and restores, remote access and others capabilities. Home server has the same requirement for an offsite solution but can be setup with a MozyPro automated web account to meet that need. Both Storage Server and Home Server have tha ability to use from 1 to 4 drives depending on make and model. The "Pro" side of Home Server is it's backup and total PC revovery, automated backups, remote access, and simplicity over a Traditional on-site server system. It's "Con's" include management and maintanance that is more difficult than a NAS (still far less than on-site server). Internal processors vary between all of these. We recommend the purchase of the fastest available processor for best performace. The difference in cost is usually nominal. All of these use a common web browser for administration access.
Online Backup
Online backup allows you to maintain a copy of your data that is accessible via the Internet. In case of disaster, your backup data is accessible from any computer that can access the Internet. This is a good option for mobile offices and those with smaller amounts of data. Online backup vendors charge on an annual and/or monthly basis and price points do vary between vendors. To determine which plan to sign up for, examine how much space you are using for your documents & email (some providers will automatically backup email) and account for the fact that you will be building that in years to come.
Some common features to look for in online backup are:
- Automatic or scheduled backup - Have a backup occur automatically everyday or schedule one to happen at a certain time.
- Version support - This allows you to restore your data from multiple versions back up to 30 days prior.
- Incremental block level backup - This feature makes it possible for the system to backup only when files are changed or new files are added instead of backing up your entire set of data everytime. Block level backup allows for a backup to occur even when you have a file open on your computer.
- Bandwidth throttling - This allows you to tell the back up software to use less or more of your internet bandwidth at certain times.
Recommended Online Backup Vendors:
How to Backup
There are several ways to backup your data:
- Copy & Paste - Simply copying and pasting (or click and dragging) your files from the computer/server into a folder on the exernal hard drive can work very well. This, however is a manual process and you must remember to do it on a regular basis. Creating desktop "shortcuts" that takes you directly to your data directories (ie, for POP3 email etc..) can also speed up the process.
- Built-in Backup - Windows Server and Professional operating systems (Windows XP, Vista, and 7 Professional) have built-in backup software that can be configured to automatically backup your software to an external drive. See this article explaining Windows backup for XP (similar for Vista and 7): http://is.gd/8wROC This method creates a single "backup" file that contains all your data. Remember that to restore you will need to use the same backup tool to see everything in that file.
- Backup Software - There are several third party software developers that make programs to facilitate automatic backups. Check EMC Retrospect here: http://is.gd/8wUhK and Symantec Backup Exec here: http://is.gd/8wTVg Like "Built in Backup" all your data will be stored in a single "backup" file and the same Backup Software will be needed for a restore.
Comments (0)
You don't have permission to comment on this page.