Why Businesses Should Move Data Backups To The Cloud

Early this year ex-Tropical Cyclone Oswald and then a monsoonal trough passed over north-eastern Australia (Queensland and Northern NSW) causing massive damage to thousands of homes, businesses, roads, bridges and other essential infrastructure. Several people died in the tragic floods that resulted. Many homes and businesses were without power, water and sewage support for weeks after the emergency.

While we shouldn’t forget the huge affect these storms have had on peoples’ lives, we should also take the opportunity to look at the impacts on businesses and the lessons that can be learnt. The most important lesson is the importance of disaster recovery plans for businesses.

An important aspect of any disaster recovery plan should be to use cloud computing to keep key business information and applications off-site in secure locations where they are safe from natural disasters such as floods, fire or human error.

Businesses affected by the floods that that did not back up their key business information lost their data under the floodwaters or through water damage and they may never recover. Businesses that relied on on-site devices as their only backup will have experienced significant business delays trying to restore their backup tapes, disks and hard drives.

Earlier this year an American company released the results of their cloud storage adoption survey  suggesting that eighty per cent of cloud storage users claimed that they could recover their data in less than 24 hours (with nearly a quarter estimating an instantaneous recovery). Alternatively, nearly one in six respondents that were not using cloud storage estimated that it would take more than a week to recover their data after a disaster. This is a significant difference.

Business information managers considering ways to maintain operations during (or after) major disasters or disruptions must now consider cloud-based solutions as a necessary component. Cloud technology is now affordable for all businesses. Because the cloud makes information and applications accessible through the Internet it makes it possible to maintain a business even during disasters.

The important lesson is that, as part of your disaster recovery plan, cloud backup is now the best business protection method available to reduce the risk of data and information loss during disasters. For more information about cloud backup contact The Vault Corporation.

When Did You Last Check Your Backups?

Success BackupsAre you sure that your backup system is working effectively to protect your business from disaster?

How many people do you know who thought they had an effective backup system in place and when their system crashed they found that they had lost important information?

Sadly I know quite a few people who have lost a lot of information.

Recently a new client lost his whole system after plugging an external drive from his customer into his system. Thankfully we had already started backing his system and were able to fully restore his system (remomtely) within a couple hours with no loss of data.

There are six common reasons why backups fail.

1. Overly-complex backup solutions

One of the major challenges for IT professionals is making sure that the whole set of business applications they use can interface with each other. If your organisation is using a mix of non-standardised products from different providers there is a strong likelihood that the software integration put in place to make the packages “talk” to each other may not work. If the packages can’t talk to each other the backups may not be working or may be incomplete. Some figures suggest that only about 20% of backups fully succeed.

2. Partial backups lose important information

One of the common backup problems is that some organisations only back up part of their dataset. One published survey of businesses found that 31 percent don’t back up email, 21 percent don’t back up application data, and 17 percent don’t back up customer data (including invoices, amounts owing, contacts, etc.). Some large organisations only back up their network files and not their local files assuming that employees only use the network.

3. Remote locations have forgotten backups

Some organisations with multiple or regional offices have good infrastructure and data management in their head office (often where the IT department are based) but often overlook the backup and data management of remote offices or of field staff. Your IT staff may not be overseeing the data management processes at remote or regional sites as closely as they oversee your corporate office even though the data may be subject to the same compliance regulations.

4. Low frequency backups increases data loss risk

Most companies do a daily backup although there are others still doing weekly backups. If you have a lot of people working on a project there is a risk that if your backup frequency is too low, weeks of accumulated work could be lost only a few hours out from a deadline. Historic information can be archived and will not change very much over time but current project work is being updated in real time in response to demands on your business.

5. Memory device failures

Backup data and information are commonly stored using tape and disk storage devices. Tape and disk storage solutions rely on high quality media. However, if the media is not maintained, not stored properly and not replaced before the end of its effective life there is a strong risk that it will fail at a critical time.

6. Poor software backup processes

It is important to have strong IT management practices in place, for instance, to store information and data in the correct software version compatible with your current operating system. If a legacy system crashes there is a risk that the software environment cannot be recreated and the data is unrecoverable. Your backup processes need to be changed to match changes to the system infrastructure.

For more information about safe, secure and reliable backup software and systems contact us.

Cloud Computing – A New Years Resolution

As we leave 2012 behind us we look forward to a new year for our businesses. But what should we do in 2013 to improve our business?

One of the most important things we can do for our business and our customers is to improve our data management particularly backup and recovery processes. It gives us, and our customers, more piece of mind and significantly reduces our risks.

 

As cloud technology is developing it is now becoming the most cost-effective and practical way to manage your data, your backup and your recovery processes. We believe that cloud computing has now passed the tipping point where the advantages are now significantly greater than the disadvantages.

Over the New Year period while you are recharging your batteries and having some downtime we suggest you think about moving to the cloud in 2013. The cloud is ready for you. You should be ready for it. Here are some things to think about.

The benefits of cloud storage

Cloud backup has several major benefits. You have the ability to store and manipulate data in the cloud, higher performance, more scalability and cheaper storage. The technology is now matured and trustworthy.

A good time to invest

With lots of cloud computing vendors entering the market the value is there for your business. Vendors are competing for new customers and IT managers are getting excited about their ability to negotiate good deals.
 However, it is essential to select a cloud storage solution from an experienced vendor who can give you a solution that is appropriate to your business.

Security standards

Cloud-based services need to be operated at the same standards as enterprise systems. The data must be securely encrypted and the physical locations of the cloud-based service must be secure. Business processes must be in place and appropriate to the data and usage.

Moving to cloud based data management and backup is a good time to audit and review your data security processes and to make sure your quality management systems are compliant.

Data location

A major consideration for cloud storage is the location of your data. Obviously it needs to be away from your business so that it is independent of any physical disasters that your business location may suffer.

But it also needs to be accessible for you to be able to audit its security. We recommend Australian based storage because it is easy to get access to and to manage security compliance. It also gives you access to physical media for rapid recovery processes.

The importance of disaster recovery

For your disaster recovery the server location is critical as well as having in place a comprehensive disaster recovery plan.

There are many cloud storage companies that will manage your data and backup but only a few offer expertise in disaster recovery. Make sure you chose a supplier that offers complete data and systems recovery services in their contract.

Growing your business

Once you have moved to the cloud you will find the processes much more streamlined and efficient. This will free you up to improve your systems and data management. Make sure the service you use for backup and storage can easily and affordably be expanded as your business grows.

Moving forward in 2013

We at The Vault Corporation wish you all the best for 2013 and hope that your New Years resolutions for data management, backup and disaster recovery are successful.

 

Are You Still Using Tape Backups?

Still listening to the Bee Gees?

Tape technology, although it offers advantages, is becoming as out-of-date for backing-up up data as reel-to-reel, cassette players and videotapes are for entertainment. No one listens to the Bee Gees on their walkmans anymore. Many small and medium businesses are now moving away from tape technology to disk or to cloud technology.

Jokes aside, tapes do offer resilience, dependability, and durability. Tapes last for decades and have a much longer shelf life than other media. They are not prone to power surges,

What about disk-based archiving?

A better alternative than tape is disk-based archiving and backup. A fast tape backup cannot even compete with a slow disk-based system for recovery times. However, disks are now a lot more affordable and more versatile than tapes, they are not more reliable. The average disk lifespan is around five years so businesses must be ready for their failure.

Time to move to the cloud?

If you are wondering whether it is time to move to cloud backups you are probably well over the Bee Gees and thinking about what is next. Experts are suggesting that the majority of businesses will be using cloud-based data archiving services within three years. More than 50 percent of businesses have already stopped using tape.

What is best for disaster recovery?

With disk backups you can restore files in minutes, which you can’t do with a tape backup. Tapes may be good for archiving but they are not good for restoring a business after disaster. Tape backups are also difficult for organisations generating a large amount of data on a hourly basis.

As the cloud is becoming more established as a backup and archival medium companies can outsource their archiving, backups and recovery management to specialised providers. Paying a monthly fee to a third-party to provide data storage and backups is far preferable than having to manage your storage and backups onsite manually.

Ten Ways To Give Your Cloud Backup A Silver Lining

Online backup systems are becoming the best way to protect your business’ data and information. They usually provide a full backup not only on a daily basis but even every 15 mins with programs that collect, encrypt and transfer data over the Internet to a remote backup server. Even though this is a great step forward there are ways to make cloud backups even better. Here are ten things you can do to make sure your online cloud backup has a silver lining.

 

1.          Understand your backup process

Make sure you understand the backup procedures and programs that you are using. Talk to your providers and read the product descriptions. You don’t want to make mistakes and have material that is not being backed up properly. Ensure that you are using a backup process that backups up everything including programs.

2.          Test your backup often

Test your backup and recovery processes regularly, monthly if possible but at least every 6-9 months to be sure they work as you expect them to. Often people and businesses believe they have a full backup system in place but it doesn’t work when they need to restore and recover your information.

3.          Keep records

If you have set up a backup system and software make sure you keep written, hardcopy records of security keys, supplier contact details, passwords and any other information that might be important if you need to get third party help with a system failure. You should also keep this information with your backups including any other recovery software that maybe required.

4.          Reduce the amount of data

A lot of data that a business generates is copied into several locations or is repeated, therefore there is a lot of information that contains redundancy. Data deduplication can reduce the amount of data needing to be backed up by up to 80%.  Also relocate unnecassary installation programs or temporary files onto a drive or volume that is not backed up. This reduces the costs and speed of cloud storage.

5.          Simplify the first backup

A lot of businesses are still using ADSL, which can only handle small amounts of data, so the initial backup of a lot of data could take weeks. A solution is to backup to a physical storage device and ship the device to the cloud provider. The provider can also provide you with a hardcopy backup if you need a full backup restore.

6.          Use incremental backups

The amount of data being transmitted in each backup needs to be controlled for cost and time reasons. The solution is to use incremental backups. These only transfer the information that has changed from the last backup.

7.          Make sure your data security is high

Make sure that the cloud provider has security and encryption procedures in place that are at least as good as your own. The cloud backup should not be the weak link in your data security processes.

8.          Use granular backup

Granularity refers to backups that can be accessed as either a full backup or a partial (or granular) backup. This means that if, for instance, you only need to recover one file, you don’t have to wait for a full restore to get the information.

9.          Have a Plan B

To reduce risks make sure that you have at least two copies of backups , one on-site and one off-site. Make sure that your provider is not at risk of losing your data at the same moment that you do.

10.      Choose a reputable cloud backup provider

When you choose a cloud provider make sure that they will give you the best solution to protect your business from the risk of data and information loss.