Overview

Backup is the term referred to for making a copy of your data to another directory, computer, or removable media such as a tape or write able CD. It is impossible to remove all risks that exist to your data. Therefore the only solution is to ensure you have another copy of your data somewhere secure.

Typical Resulting Problems

In our experience too many users rely on backup routines setup by others that they do not understand how to configure and test. Many of these backups are also scheduled to start in the users absence, i.e. at Midnight, and all they have to do is change the tape every day. A typical problem that occurs is that the backup never runs for one reason or another and instead  a blank tape is just swapped each day.

What to Do About Reducing the Risks

1.Start the backup process as the operator finishes for the day (i.e. not scheduled).

2.Configure the backup software to provide positive output that the backup has run. 
This can be in the form of a display on the screen or a printed report or file that you can look at.

3.Get the user to check this output daily as their first task and secure the tape, etc.  into a fire proof safe.

4.Create a simple paper backup log that can be included with the tapes and signed and dated by the user.

5.Once a week get the user to run a compare option in the backup program. This will show the contents of the backup and allows you to compare it to the data on the PC.

6.Ensure that your users know where to keep the data on their PCs so it is included in the backup. It is now extremely easy to create new folders to store data in on a Windows PC. Users have a tendency to create these anywhere - this needs to be controlled.

7.Do not rely on one tape or backup media, instead use several in rotation. Viruses can infect files over a period of time before you notice, if you just use one backup and overwrite it each time you risk overwriting good files with damaged ones.

8.Do not keep the backup with the computer, in case of fire or theft. Keep them in a fire proof safe or archive them somewhere offsite. 

Suggest using the following backup rotation regime which uses a different tape each weekday but storing Friday's. Each tape should be labeled as below.

Mon    Tues     Weds    Thurs    Fri >>>>>>>Keep Friday as Week 1

Mon    Tues     Weds    Thurs    Fri >>>>>>>Keep Friday as Week 2

Mon    Tues     Weds    Thurs    Fri >>>>>>>Keep Friday as Week 3

Mon    Tues     Weds    Thurs    Fri >>>>>>>Keep Friday as Week 4

Mon    Tues     Weds    Thurs    Fri >>>>>>>Keep Friday as Month 1

and so on until....

Mon    Tues     Weds    Thurs    Fri >>>>>>>Keep Friday as Month 2

This uses a total of ten tapes to give you a 2 month rolling archive. To make this archive longer you merely need to add a few more tapes and then keep the monthly tapes longer.

How We Can Help 

Backup and restore testing. Backup logs. User training.

Offsite archiving facilities.

Provision, installation, and configuration of backup systems - to tape, CD, DVD or other computers.

See our Services and Products section for details.

Copyright © 2003 Richard Dunn

Last modified: May 10, 2003