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Taking & Restoring Data Backups

The importance of data backups is realized the most when there is a backup is not taken properly and there is data loss due to one or many reasons.

Yes, backups take time, money and some systems in place for a seamless recovery in case of any data loss. But the cost of not taking a backup means loss of critical data which can be very time consuming to build from ground up and at the same time result in several indirect cost overheads.

But why should I lose my data?

Your data loss can be for a number of reasons. It could be because of hardware failure, accidental deletion of data, virus related, due to software malfunctions or factors and circumstances beyond our control such as fires, flood, earthquakes etc.

Backing data is as much about strategy as it is about the hardware and software.

The hardware or the peripherals used for data backups can take many forms. Removable drives and storing remotely over a network are 2 most common ways of taking backups. There are several off the shelf software that assist in taking backups. Bigger organizations deploy sophisticated hardware and software combinations to ensure data backup integrity.

While the selection of procedures, hardware, software may vary from user to user, there are some fundamental principles that apply in all cases irrespective of the scale.

1. More than 1 copy of critical data needs to be maintained.

2. Backups should be stored in a climate controlled and secure environment.

3. Where possible, off-site secure storage will further safeguard data.

4. Backups should be labeled correctly.

5. Backups should be routinely verified and occasionally restored to ensure integrity of the data.

6. Backup media are after all mechanical/electrical parts that are bound to fail at some point. Frequent checks need to be done to ensure that the backup media is not physically damaged.

Common backup media include CD-R/RWs, DVD-Rs, Flash Drives, External Hard disk drives. Depending on the type of user, backup strategies can very. Following are some guidelines that will help determine your needs and which category of users you fall in.

If you are a home user, then probably your data is not mission critical. But even then your data is important for a number of reasons and a backup should be taken at regular intervals. Be judicious in the selection of what you want to backup. Taking a backup of everything will not only be time consuming, but also counter productive at times.

Regular removable media as described above should suffice your needs.

Small Office & Enterprises typically take backups on a daily basis and do it either manually or use automated systems depending on the amount of data. They can also deploy commercial applications that ensure a smooth backup.

Large enterprises usually deploy sophisticated systems that does not leave any scope for error. Even a little downtime in productivity due to lack of data availability can lead to very high losses. Large enterprises not only take data backups frequently but also have redundant systems in place. In the event of failure of one data source, the system automatically switches over to the other data source. The 2 or more data sources are continuously synchronizing between themselves using complex software to act as mirrors of each other.

However as mentioned before, it is not so much about backup hardware and software as it is about the strategy deployed.

Some common strategies are:

1. Full backup on a periodic basis.

2. Incremental backups on a daily basis for only those files that have been changed. This coupled with the above strategy works well for a number of user groups.

3. Daily backups with rotating media ensures that even if the backup media were to fail, the maximum data loss will be only an additional day's work.

There are several other strategies for taking backups that are basically a combination of the above steps such as the Grandfather-Father-Son system, the Tower of Hanoi backup system and others.

Remember there can be no such thing as a fool proof plan. Backups only minimize your chances of data loss but never eliminate them. One also has to be careful to select a backup plan that is not too complex in its setting. A highly complicated system will work only on paper and due to slip ups be eventually discarded and unused.

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