Who is looking after your data? |
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| Technology | |
| Written by Brett Raynes, managing director for Backup Direct | |
| Wednesday, 01 April 2009 | |
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Page 1 of 2 Could online backup be the answer the market has been looking for, or is tape still to be trusted? Data-day business
When it comes to day-to-day backups, most business owners look for a “set it and forget it” system that will allow them to get on with the running of the business. As a result, they often hand their data to a “trusted” IT supplier without questioning what they will do with it, how it will be stored and whether it will be retrievable when it is needed the most. Many business owners will not even know whether they have a backup system in place and, if they do, whether it is a tape or online system. So how do you strike a balance between absolute security, peace-of-mind and avoiding the cost and hassle? Could online backup be the answer the market has been looking for, or is tape still to be trusted? “My company data isn’t backed up”If you don’t currently have a backup system in place, it would be wise to begin by thinking about what you really need to guarantee peace-of-mind and ensure compliance. Depending on how much you are prepared to spend on a backup system, it might be worth considering whether all of your company data needs to be backed up or whether certain files are more valuable to the business than others. As a first step, decide what your “critical data” is and what you are obliged to keep. For most companies this includes emails, customer data and financial data which should be backed up every day and must be recoverable. Once this has been decided, the following questions might help you choose the best backup solution for your specific business and the most appropriate supplier: First, how often do you need your data to be backed up?Does your data need to be backed up on a continuous basis so any new updates to files will be recoverable immediately, or would a daily backup suffice? There are different options on the market at different price points so have a think about what you really need before you invest in a costly backup system that might not meet your business requirements. Next, how long do you need your data to be stored for?If you operate in the finance sector, the Financial Services Authority (FSA) has, and will increasingly have given the recent financial crisis, powers that dictate that data must be stored for five years. If, like most small businesses, you switch your IT supplier fairly frequently, it is important to ensure that you can retrieve all data should an auditor request it, or continue to have it stored for as long as is necessary. Does my data need to be stored in more than one place?If there was a flood, fire or power outage at the primary storage site, should your data be safely stored at a second location to ensure no downtime? “My data is backed up but…”If you have a backup system in place, as with any “insurance policy” it is worth questioning your supplier to find out everything you need to know. It is normal to shop for insurance at your local broker, but you would still want to know who the organisation under-writing the policy is; do they have the history, stability and specialist know-how to ensure it will pay out when needed? Whether you are currently using a tape or online system, you might want to consider asking suppliers questions from both of the following lists, as the answers might reveal that one system could be a better fit for your requirements than the other. If your supplier can’t answer the most relevant questions for your business or is hazy on the details, it might be worth thinking about switching provider. If they simply respond with, “don’t worry, we take care of everything” you should probably be questioning whether they are trustworthy enough to handle what is arguably your most valuable asset. Key questions to ask a tape backup provider include: Can we try a practice restore?60 per cent of attempts to restore from tape do not succeed1 but many business owners won’t know whether theirs could be one of them unless they have done a dry-run. While this offers no guarantee that a restore will succeed every time, a practice does provide peace-of-mind that a supplier has the correct processes in place to get your business back up and running quickly and smoothly. How quickly can I retrieve files if I need them?Does your backup provider just talk about excellent customer service or would you actually be able to speak to someone in the middle of the night if you needed a lost file restored from a tape immediately? If you need to retrieve large volumes of data, your backup provider might need to physically ship the data to you. If it is being stored abroad, this process can take some time as you might have to wait a week or so for your critical data to make it safely through customs. |
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