Why Is Disaster Recovery So Difficult?

In the past 10 years many businesses have switched from tape-based backup systems to diskbased backup. Tape systems tend to be difficult to manage and much slower than disk-based systems not only for creating backup, but for restoring them as well. In addition, the cost of disk-based storage continues to drop every year. It’s now extremely affordable to purchase multi-TB disks, so disk space is much less of an issue than it used to be.

Even businesses that are required to have tape backup for compliancy and archival purposes have moved to hybrid systems because of the time factor involved in recovery. The fastest tape backup cannot compete with the slowest disk-based system for recovery times. When you need rapid disaster recovery, when your RTO is hours, not days, you must have disk-based disaster recovery.

The problem is that disks, while becoming more affordable, have not become any more reliable. Most industry estimates place the average disk lifespan around five years. The truth is that hard disk drives fail. So wise administrators prepare for that eventuality and anticipate how they will recover when that drive failure occurs. When, not if.

Another issue is that even with the increased recovery speeds that disk-based storage offers, restoring a server is still a time-consuming process. Traditionally, when a disk drive fails, IT administrators must repair the server, if possible, re-install the operating system, re-install applications, and then add data file backups, if they are available. This process of rebuilding a server can take days – time your business can ill-afford to lose.

In addition, migrating to a new server is an equally painful process, requiring weeks of planning and days to execute – if all goes well. As a result of these limitations, many SMBs choose to avoid the issue altogether, deciding that a server disaster recovery plan is too painful a process to contemplate. Or they continue with a backup solution that is too complicated or does not meet the needs of a growing business. Day-to-day server problems are ignored or placed on the backburner. This is not a safe and secure way to assure business continuity or data availability.

If disaster recovery is too complicated or painful to contemplate contact The Vault Corporation team, to remove the pain before, not if, a disaster hits…

6 Things To Get Right In Your Online Backup System

Are you considering setting up an online backup system for your business? With the rapid evolution of cloud computing it is now much more efficient to do your backups on line.

Online backup is now becoming the best value solution, with easy to use backup software and much cheaper storage costs. The new backup software also provides the added advantages of providing much faster data recovery with much less data loss because the backup is running continuously.

We all know that there are lots of risks from storing your backups at your office or business premises. No one should risk having their backup in the same place as the source data.  The usual practice is to take a daily backup to a different location. This system works but if you lose your data (from human error, natural disasters, or cyber-attacks) you will have lost a day’s worth of work or transaction records.

If you are thinking about online backup here are six things that The Vault Corporation recommends you get the following things right:

1. The Right Capacity and Grade Hard Drive

Make sure your hard drive is well maintained and has the right capacity and grade for it’s use for your needs. Storage capacity is becoming cheaper so there is no reason not to upgrade.

2. The Right Backup Software

Install backup software that is safe, secure and easy to use to run your backup process. After considerable research and trials we currently recommend ShadowProtect.

3. A Recovery Environment

Have a recovery environment in place to host the backup. If your primary environment is damaged, lost or compromised you will need separate hardware and software to run the backup.

4. Get Regular Status Reports

Make sure you get regular status reports on the backup process. You should regularly check that there are no problems or gaps in the backup process.

5. Quality Technical Support

Make sure you are getting the right technical support so that you have a trouble-free and quality backup process in place. Good technical support soon pays for itself.

6. Good Management Support

Taking shortcuts in setting up your system can result in a failed process. Make sure you are getting the right advice about managing your data and information backup processes from IT professionals that specialise in online backup technology.

For more information about online backup software and systems contact us.

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.


What Will A Mini-Disaster Cost You?

Last week I talked about mini-disasters. Mini-disasters are local catastrophes that are much more likely to affect your business than the large-scale environmental disasters that scare us the most.

By a strange coincidence a few days after I posted the mini-disaster story I was called by one of my new clients. Late on Friday afternoon (why is it always the most inconvenient time) my client had plugged one of their customer’s external disk drives into their PC to start work on a job. The PC promptly shut down and could not be reopened.

What had happened? This was another form of mini-disaster. The external drive had drained too much power from the PC and had destroyed the hard drive. The computer was useless and the information on it not recoverable. The client had no information or tools to deliver their work.

The client was worried and called us right away. Had they lost all their information? Would they be able to finish the job for their customer as they said they would? Were they going to have to tell their customer they had a computer failure? Would they look foolish and perhaps lose the customer?

This story has a happy ending. This client’s backup was with The Vault Corporation so everything was available to restore their system. They had their PC urgently repaired (by a reputable and reliable provider I recommended) and we restored their data and operating systems by that Saturday afternoon.

They finished their customer’s job by Monday and their customer was happy. In fact their customer never even knew that a mini-disaster had happened!

The moral of the story is that you must have a good backup system in place or even a mini-disaster will lose you income and perhaps your reputation.


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.

What Is Your Recovery Time Objective (RTO)?

What is your recovery time objective?Do you know your business’ RTOs?

I have been talking to clients about their computing needs for many years and I have found that most businesses don’t pay enough attention to the simple question:

“How long can our business operate without our Computer Systems?”

As your business grows and relies more and more on electronic information, you must have a recovery time objective (RTO) in place. If you don’t know what I am talking about you really should pay particular attention to this post. I have come across too many businesses that find out about RTOs after a disaster.

What is the definition of RTO?

The RTO is the maximum length of time that a computer, system, network, or application can be unavailable after a failure that is acceptable to the business. The IT department will have the RTOs in their disaster recovery (DR) plan but they must be formulated and agreed by management in the business continuity (BC) plan.

Why do you need to know your RTO?

The different components of a business system and network will have different RTOs, for instance, the servers will have a short RTO because most of the other processes rely on their successful functioning. Specific applications will have RTOs that relate to their operational purpose. For instance the RTO for payroll may be two weeks compared to sales where the RTO may be two days. Applications that manage commodities or exchange rates may have RTO of only seconds!

Different functions within the same business will have different recovery time objectives so it is important to base your overall RTO on the most “mission critical” functions.

How do you work out your RTO?

The RTO can only be determined as a function of the business operations. If an interruption disrupts normal operations it will have a business and cost impact. The impact of the interruption (or disaster) may be estimated as the maximum amount of revenue that can be lost without affecting the short and medium term viability of the business. However, the real cost to the business will be determined by long-term and intangible effects (such as reputational damage) as well as on immediate, short-term, or tangible factors.

In business continuity planning the RTO is established during the Business Impact Analysis (BIA) stage by the manager or owner of the operational process. They are then presented to management for approval.

What does your RTO mean for you?

Once the RTO for an computer, system, network, or application has been defined, your system administrators will decide the best disaster recovery technologies to use. If you need more information about determining your RTO and in the current best solutions for safe and reliable backup systems or rapid disaster recovery please contact us.