Technology Best Practices

Data - Fragile, Handle with Care!
By David Miller
Published: September 2008

Imagine coaster-sized plates of glass or aluminum stacked mere millimeters apart and spinning at up to 15,000 revolutions per minute. A small key-shaped device hovers a microinch (0.0000005 inches) above and below each of these spinning devices, with only the cushion of air between them – this is your computer’s hard drive. Doesn’t sound like the one and only place to keep your most important data, does it?

While advances in technology have allowed hard drives to get smaller and hold more data, the basic design has changed little since it was invented. Like any mechanical device, hard drives are prone to failure. If your hard drive fails and the sole copy of your critical business information, like sales records, customer databases, contacts and emails, is on it, you will likely spend hundreds or thousands of dollars to try to recover the information and there is a great possibility that the data will be unrecoverable.

Hardware malfunction, software corruption and viruses are the main reason for data loss, accounting for 65 percent of cases, and human error is a close second at 44 percent. Natural disaster is relatively low at three percent, but in Tampa Bay, hurricanes and flooding are particularly concerning. Fortunately it is easy to prevent catastrophic data loss with one of several methods of data back up, each with its own set of pros and cons.

Most Common Way: Disk Mirroring
One of the most common methods of backup is disk mirroring. Two identically-sized disks keep an exact copy of each other’s contents, so when data is created, it is saved to both drives. Once mirroring has been set up, it is automatically kept up-to-date; any changes are instantly reflected on the backup disk. If a drive does fail, the system can simply be run off of the other until the faulty drive is replaced which means the computer is never out of commission and no productivity is lost.

Although the backup is always complete and up-to-date with disk mirroring, it is kept in-unit, on-site, meaning that in the event of damage to the computer, power surge, flood or natural disaster, the data will be lost. Mirroring is also costly, because you’re spending twice the money to get the same usable data capacity. Additionally, mirroring does not protect against certain types of data corruption; it only copies data, corrupt or otherwise. If a once-good file becomes corrupt or infected with a virus, the mirror will copy it and replace it with the bad file.

Using CDs or Removable Media
Another common method for data backup is using external media, such as a CD, DVD, flash drive or external hard drive to copy important files as needed. Using external media is relatively inexpensive and it has the advantage of interchangeability. The same flash drive or disc can be used to backup files from several different machines, keeping backups centralized.

A major drawback of external media is the human component. Less experienced or knowledgeable users may not know or remember to back up important files regularly. Additionally, without proper storage and organization, external media can easily become lost or damaged. Using CDs/DVDs can become costly unless “RW” (rewritable) media is used. Finally, unless the external media is stored off-site, the data is still vulnerable to natural disasters or other damage.

Automatic Off-Site Storage
Often overlooked, another method of data backup is a remote off-site system which allows files to be sent and stored in a datacenter away from your office, one nearby or in another state or country. The tech-savvy with disposable income can purchase a designated server and use FTP or other protocol to transfer files. An easier option is to use a remote backup provider that can provide a complete package of software, transfer protocol and storage to back up data. Providers often offer additional features like automated scheduling; file encryption, which provides security; and compression, which reduces the size of files for quicker transfer.

With remote backup, no additional hardware is installed on your computer and backup files are immediately stored and accessible anywhere through an Internet connection. Additionally, remote backup is scheduled to run regularly, ensuring data is automatically kept up-to-date. Many backup providers also maintain off-site backups of their own systems, which add another layer of protection.

There are some cons to remote backup. Storing and retrieving unusually large files can be time-consuming depending on the speed of Internet service. The cost of the service must also be considered, as the monthly fee may not be the most economical solution depending on objectives and resources.

The Bottom Line
Unpredictable data loss can instantly cripple your business. Considering the high probability of data loss, the cost of keeping the lifeblood of your business protected and accessible with proper backup is minimal when compared to the cost associated with recovering or rebuilding files. Evaluate the backup options to find the one right for your business and protect your valuable data before it’s too late.

David Miller is the co-founder of St. Pete-based XZ Backup, a remote backup solution with datacenters in Tampa and Dallas. More information is available at www.xzbackup.com.

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