Every Business Needs a Backup and Disaster Recovery Plan

For the last several weeks as I prepared for this article I’ve been thinking how to make computer maintenance sexy.  Maintenance isn’t as sexy as your new iPhone application or ordering your pizza through Twitter or the cute pictures of my grandson.  But computer maintenance is crucial in business because without a strong stable and secure network there is no foundation for the business.  In a network where everything works right; emails come in without being swamped by spam, websites are accessible, intranets and extranets communicate without interruption.  A smooth running, low humming network of hardworking computers, terminals, printers and devices…. Now that’s a sexy thing!  

After reviewing my last article my wife asks, “Who’s going to read this, isn’t it awfully long?”  Good question! Often when I introduce myself at meetings I conclude with the tag, “When was the last time you backed up your computer”?  My responses are either a confident smile or a nervous twitter.

Backups can be as simple or as complicated as you want and there are many ways to save your data… from copy and pasting to a flash drive or a CD to push button devices that backup everything at one time.  As a network administrator I look at it from a need basis and ask the following questions:

• Why backup?
• What to backup?
• When to backup?
• How to backup?  
• And Where to backup? 

In short, do you have a backup plan?

Why backup?

Whether we like it or not hard drives fail or run out of space; therefore, the first reason you backup is to make a record of the data on your existing hard drive or computer in order to move that information to your new hard drive or computer.  More specifically, how many copies do you have of that new business plan you worked out with your attorney?  How long did it take you to work out your new inventory pricing list with your sales manager and now where is that laptop?  In short, how do you replace lost information whether it’s a stolen laptop or an earthquake collapsed building which crushed your server and destroyed all of you office?

What to backup?

USB External drives have been a boon to many of us because they are simple to install, drive capacity has skyrocketed, and small drives can now fit in your skirt pocket.  Most of these external drives have backup software built into them which makes backup easy… you just push the button. 

Although this is simple, it isn’t practical because you backup more information than you need. Specifically, you will need to reinstall programs on the new computer and the same goes for the operating system.  Ok, ok, rather than get into a technical discussion, what do you backup?  What have you created?  Do you run QuickBooks, Microsoft Accounting, PeachTree, or other accounting software?

Most of these programs have either an automatic or manual backup procedure; you should backup that folder.  Further, are you working with inventories, menus, presentations, manuscripts, client marketing lists, marketing graphics or literature, client or donor marketing lists/databases, calendars, web site designs, building designs, customer letters, letters of recommendation, letters of credit, project time lines, my grandsons’ pictures, art portfolio…?  Did you forget your “My Documents / Documents” folder?  What about the “users” folder on the server? Have I missed anything?  Make a list and select everything that is on your computer and server which has value for you business history, progression, and good will.

How?

1. For small amounts of data dragging and dropping to a flash drive or small external drive. Many accounting programs sets this is the default and prompts you for the location and device.
2. Automated backups again simplify the backup process.  Windows XP, Vista, and Windows server products have built in backup applications which can backup to external drives or tape. 
3. Servers are quite often are purchased with backup devices (tape or cartridge) which include third party software for selecting files and automating the backup.  If you have SQL or and Exchange database on your server make sure your backup software will backup those databases.
4. Online backup is a new player to the game which can not only simplify the backup process (set it and forget it) but because backup is over the internet there is no external device to loose or to fail.   

When?

Customarily I think of backup happening at the end of the work day or in the evening when no one else is using the information. Besides time of day there are several other considerations need to be taken into account when developing a backup plan:

1. How much data do you need to backup?
2. How large is your backup and how long does it take to backup? 
3. How often does pertinent data change?
4. Do Line of Business applications or accounting program need separate or special backup?

Offices that have a high volume of daily changing data should backup daily.  Keep in mind that full backups can take up much space; not only should the backup device have plenty of space but using full backups in conjunction with partial (incremental or differential; which we won’t go into here) copies changing data but also saves space by only copying the information that changed.  On the other hand, offices that don’t have lots of data changes can backup weekly or if the accounting or inventory software is the only change, backup that application daily.  The key is to develop a plan and stick to it.

Where?

At one point, tape backup was considered the only backup solutions but with the numerous forms of storage devices now available you can easily take your pick of what type of media to use for backing up.  As an old school guy, my first preference for servers is still tape but tape drives and tapes are expensive not to mention somewhat limited in storage capacity.  On the other hand the increasing size of USB hard drives and the flexibility of solid state storage, and the low cost of these devices, have made them a first choice for small businesses and home offices.

I heard a story today about a small company that installed a new server with new high speed USB drives for backup that was broken into and had all of their new equipment stolen including the new external hard drives with their backup.  I can’t stress how important it is to keep a copy of the most recent backup off site.  Tape, CD Rom, or external hard drive rotation off the premises has to be part of the backup plan.  Online backup is a good option for maintaining off site backup and many vendors promote a ‘set it and forget it’ approach to backups.  I like the logical simplicity of online backups but there are several things that need to be considered:

1. There are many consumer grade backup systems available but may not have the capacity to store a large amounts of data, which may be needed by a commercial venture.
2. Along with storage capacity different backup systems backup and restore at different speeds; a large amount of data may take days before all of the file are backed up.  This also applies to restores; restoring a missing file from online may be just what you needed but not practical if you need to fully restore a lost or damaged hard drive.  I deal with a vendor who guarantees that in the event of a total hard drive failure he will overnight the data on an external drive.
3. Also, if you host an email server or SQL database, it is imperative that the backup software can backup these types of files.  Most consumer grade services are geared for home backups not the sophistication needed for commercial purposes.

Disaster Recovery

I heard a distressing story yesterday, about an organization that moved into a new location and a thief stole not only their new server and several new desktops but they also took the new external drives with all of the backups. 

Murphy’s Law states that if it can happen, it will happen so be prepared.  Disasters do happen: hard drives fail in fires, with water damage, hurricanes, earthquakes and floods.

So:

1. Keep a copy of the latest backup off premises, in a safe secure place.
2. Use a competent online backup system.
3. Use imaging software to speed up recovery to new servers or replaced hard drives.

Conclusion

Backing up is something people know they should do but leave it because ‘it’ll never happen to them’.  When it does happen, it can be a total disaster.  Backup up is an insurance policy that will protect one of your business’s most valuable assets, your data, your records, and your business essence.  Many businesses that suffer a crash (or get hacked), never recover.  It doesn’t take a lot to prepare a plan and there are advisors aplenty if you look for them.