Back up your data to survive a disaster; what you should know about information storage strategies.How safe is the information in your computer? If a fire, flood, earthquake or even sabotage struck your office, would your electronic data survive? And if you could access your data, how long would it take to get your information system up and running again? These questions are being asked with far more urgency since the tragedy of September 11. While the questions, as you shall see, are often difficult to answer, what's clear is that organizations large and small need to prepare comprehensive disaster-preparation strategies. This article focuses on just one area of disaster preparedness: data backup. The first step in designing such a strategy requires that you answer two questions: * Downtime The time during which a computer is not functioning due to hardware, operating system or application program failure. : How quickly must you recover the information before your business experiences serious setbacks? * Cost: How much are you willing to pay to implement a data-backup plan? To answer the downtime question, you must address, among other things, issues such as how well your organization can tolerate missed sales opportunities, delayed cash receipts, decreased employee productivity, lost purchase discounts and possible loss of customers, investors and trading partners. Faster recovery times equal lower downtime costs. However, strategies that speed recovery also can be expensive. While this article cannot cover all aspects of each strategy, it will summarize the major techniques. A SAFE HAVEN 1. Designated area(s) to which noncombatants of the United States Government's responsibility and commercial vehicles and materiel may be evacuated during a domestic or other valid emergency. 2. The practice of storing the backed-up data in a secure place, called vaulting vaulting Gymnastics exercise in which the athlete leaps over a form that was originally intended to mimic a horse. At one time, the pommel horse was used in the vaulting exercise, with the pommels (handles) removed. , assumes that an organization's computer files are copied regularly on some type of removable medium, such as magnetic tape, CD or hard disk, and then delivered to an off-site location for safekeeping Safekeeping The storage of assets or other items of value in a protected area. Notes: Individuals may use self-directed methods of safekeeping or the services of a bank or brokerage firm. . The timing and extent of backups can vary (from continuous real time to once a day or once a week), depending on the organization's needs. Renting a bank's safe-deposit box is about the most costly way to store backups, ranging from $15 to $100 a month, depending on the amount of space needed. At the low end of the cost spectrum is to have at least two employees bring separate copies of the data home every night. Performing backups, if done manually, is slow and tedious. However, there is software on the market that does the task effortlessly. The least expensive tool, which is built into the Windows operating system operating system (OS) Software that controls the operation of a computer, directs the input and output of data, keeps track of files, and controls the processing of computer programs. , copies data from your hard disk, compresses it and then stores it on another medium. The utility also makes it easy to restore the data from the archived copy. If you require more functionality, consider buying specialized software such as SmartSync Pro (www.smsynu.com), Retrospect (www.betterbackup.com) or NovaStor (www.novastor.com). The purchase price of backup-recovery software ranges from around $35 to $1,000, depending on its sophistication so·phis·ti·cate v. so·phis·ti·cat·ed, so·phis·ti·cat·ing, so·phis·ti·cates v.tr. 1. To cause to become less natural, especially to make less naive and more worldly. 2. . Key features to look for in backup-recovery software include the ability to handle various media such as tapes, disks and rewritable CDs, to automatically schedule full and incremental backups See backup types. (operating system) incremental backup - A kind of backup that copies all files which have changed since the date of the previous backup. The first backup of a file system should include all files - a "full backup". Call this level 0. , to report backup activities, to verify archived data, to support multiple file types and specific needs such as SQL SQL in full Structured Query Language. Computer programming language used for retrieving records or parts of records in databases and performing various calculations before displaying the results. databases and Exchange Server and the ability to track archived files See archive. and selectively restore them. If you need to back up less than 650 megabytes (Mb), you can use a rewritable CD drive (CR-RW) such as the Yamaha CRW CRW Charles River Wheelmen (cyclists club) CRW Canopy Relative Work (skydiving) CRW Canon Raw Format (filename extension) CRW Canard Rotor Wing CRW Certified Resume Writer 2100SZ internal SCSI SCSI in full Small Computer System Interface Once common standard for connecting peripheral devices (disks, modems, printers, etc.) to small and medium-sized computers. SCSI has given way to faster standards, such as Firewire and USB. drive (www.yamaha.com), which costs around $300. If you need to store up to 20 gigabytes (Gb), consider a removable hard drive such as the Peerless drive from Iomega (www.iomega.com), which sells for approximately $400. And if your needs exceed 20 Gb, you will probably need to go to tape, such as the ADR ADR - Astra Digital Radio 50 (50 Gb) internal SCSI digital tape drive offered by OnStream (www.onstream.com), which carries a price tag of about $900. An effective alternative to physical vaulting is electronic vaulting. For instance, a small business can electronically transmit mission-critical data over the Internet to the home computer of a key employee using software applications such as Altiris Carbon Copy (www.altiris.com), LapLink (www.laplink.com) or PC AnyWhere (www.symantec.com), each of which costs less than $200. This option won't work for larger organizations, either because their data sets are too large to fit on a typical home computer or because the transmit time of large files would be too long. However, highly compressing com·press tr.v. com·pressed, com·press·ing, com·press·es 1. To press together: compressed her lips. 2. To make more compact by or as if by pressing. 3. the data could partially overcome that obstacle. A related strategy is to use the services of a business that provides storage space on its computers. The data would be delivered to the vendor via the Internet. We'll discuss this subject in more detail later. Many forward-thinking organizations store more than just data. They'll also safeguard copies of mission-critical software such as operating systems Operating systems can be categorized by technology, ownership, licensing, working state, usage, and by many other characteristics. In practice, many of these groupings may overlap. and applications. So if a disaster knocks out their computers, recovery efforts would include reinstalling their entire system on other computers. FORTIFYING WITH HARDWARE A more expensive strategy than vaulting involves investing in redundant computer hardware--so if one component fails, a backup device See backup storage. kicks in to keep the system running. The most vulnerable components are power supplies and those with moving parts Moving parts are the components of a device that undergo continuous or frequent motion, most commonly rotation. "Parts" only include the mechanical components which does not include fuel, or any other gas or liquid. , such as disk drives. One way to minimize the threat of catastrophic disk failure is to use a technology known as redundant array of independent disks (RAID). There are many kinds of RAID systems, all designed to provide various levels of error recovery and fault tolerance See fault tolerant. (architecture) fault tolerance - 1. The ability of a system or component to continue normal operation despite the presence of hardware or software faults. This often involves some degree of redundancy. 2. . Each has trade-offs based on performance, degree of fault tolerance, design complexity and cost. One RAID choice is disk mirroring--a process in which data are simultaneously duplicated on one or more disks within the same system. The only additional hardware you need to set up a mirroring system is an additional disk drive that is the same size as your current drive. A typical 60-Gb drive, for example, costs about $200. For additional protection you also might consider buying a separate disk controller card for the new drive for around $80. The dual disk drive/controller card option results in a special type of mirroring protection called disk duplexing The recording of redundant data for fault tolerant operation. Data are written on two separate disks within the same system. Each disk drive is connected to its own controller. See disk mirroring and RAID. . Another choice is disk striping The spreading of data over multiple disk drives to improve performance. Data are interleaved by bytes or blocks of bytes across the drives. For example, with four drives and a RAID controller that simultaneous reads and writes all drives, four times as much data is read or written in the ; while there are many variations of striping Interleaving or multiplexing data to increase speed. See disk striping. striping - data striping , the most common is to set up an array of at least three and usually five disk drives. Disk striping does not store redundant data across the disk array; rather, it uses a system of parity checks--or hash totals--to rebuild lost data should one drive in the array fail. If you are running Windows NT (Windows New Technology) A 32-bit operating system from Microsoft for Intel x86 CPUs. NT is the core technology in Windows 2000 and Windows XP (see Windows). Available in separate client and server versions, it includes built-in networking and preemptive multitasking. Server, Windows 2000 Server or Novell NetWare (operating system, networking) Novell NetWare - Novell, Inc.'s proprietary networking operating system for the IBM PC. NetWare uses the IPX/SPX, NetBEUI or TCP/IP network protocols. It supports MS-DOS, Microsoft Windows, OS/2, Macintosh and Unix clients. , your computer is capable of handling disk mirroring and striping. You should be aware that using software such as Windows or Novell to evoke RAID usually degrades your system's performance because it imposes extra tasks on your primary computer. To get around that problem many organizations add a separate controller card to run a RAID system, relieving your computer of that extra burden. Such cards cost from $250 to $2,500, depending on your configuration. For a small business, a good.starter card is the Adaptec SCSI RAID 2100S (www.adaptec.com), which can handle up to 15 disk drives configured as mirroring or striping; the card costs around $450. If you're running your business on a single computer, it's easy to add a RAID configuration. However, if your business runs on two or more networked computers, a network administrator will be needed to maintain the system. A NETWORK CLUSTER Another way to avoid the time and expense associated with recovering from a disaster is to form a seamless network cluster in which several networks are linked. One of the nice things about a network cluster is that it's scalable--that is, it can grow with your organization. While there are many clustering configurations, this article will discuss two of the most popular: network attached storage (NAS (1) See network access server. (2) (Network Attached Storage) A specialized file server that connects to the network. A NAS device contains a slimmed-down operating system and a file system and processes only I/O requests by supporting the popular ) and storage area networks (SAN). NAS offers solid backup-recovery protection for small to midsize organizations. It uses a storage device, called a NAS appliance, which is installed on a local area network (LAN (Local Area Network) A communications network that serves users within a confined geographical area. The "clients" are the user's workstations typically running Windows, although Mac and Linux clients are also used. ) and shared by multiple users including network computers. Such an appliance is designed exclusively to store data and handle file input-output operations. Many NAS appliances are fault-tolerant--that is, they incorporate RAID technology and redundant components. Since they shoulder the extra load imposed on the system, they improve the system's performance. As illustrated in exhibit 1, below, one or more NAS appliances can be placed anywhere in a local area network (LAN) at any time. Such appliances should be installed by computer-savvy technicians. [ILLUSTRATION OMITTED] Leading NAS vendors include Hewlett-Packard (www.hp.com), Maxtor (www.maxtor.com) and Quantum (www.quantum.com). Prices range from $500 to $6,000, depending on features such as storage capacity, speed and fault-tolerance capability. If an organization needs to protect a wider area than a LAN, a storage area network (SAN) may be a better choice. Also, a SAN, which is scalable, can handle very high levels of throughput and is therefore well suited for large organizations. In essence, a SAN represents a dedicated network of storage devices and computers. As shown in exhibit 2, below, a SAN also can incorporate the NAS architecture; as a result, it can realize the best of both worlds. [ILLUSTRATION OMITTED] Leading SAN vendors include EMC (1) (EMC Corporation, Hopkinton, MA, www.emc.com) The leading supplier of storage products for midrange computers and mainframes. Founded in 1979 by Richard J. Egan and Roger Marino, EMC has developed advanced storage and retrieval technologies for the world's largest companies. 2 (www.emc.com), Tivoli (www.tivoli.com), Comdisco (www.comdisco.com) and StorageTek (www.storagetek.com). Depending on capacity and sophistication, prices range from $6,000 to $20,000; that's in addition to the cost of extra hardware. To learn more about SANs, visit the Web site of the Storage Networking Industry Association An association of producers and consumers of storage networking products, whose goal is to further storage networking technology and applications. The Storage Networking Industry Association, or SNIA at www.snia.org. For organizations' backup-recovery options, see "Alternative Backup Strategies" on page 69. LET SOMEONE ELSE DO IT Some organizations might want to outsource their data-backup chores. There are several terms used in the industry to describe such vendors; to avoid confusion this article refers to the family of third-party outsourcing vendors as backup-recovery service providers (BRSP BRSP Brewer's Sparrow (bird species Spizella breweri) BRSP Balochistan Rural Support Programme (Balochistan, Pakistan) BRSP Business Re-Engineering Support Program ). As a minimum, a BRSP can offer just-off-site electronic storage, leaving responsibility for actual backup and recovery to the client. The client can manually or automatically trigger full and incremental backups, sending the data over the Internet to the BRSP. Depending on the amount of data being sent and the transfer time available, bandwidth requirements Bandwidth requirements (communications) The channel bandwidths needed to transmit various types of signals, using various processing schemes. Every signal observed in practice can be expressed as a sum (discrete or over a frequency continuum) of sinusoidal can be reasonable and affordable. However, in the event of a failure, the client--not the provider--must retrieve and restore its own data. At the next higher level, a BRSP can offer real-time mirroring of data coupled with complete restoration services. Depending on the client's activity level, real-time replication can demand very high bandwidth requirements, which can be expensive. On the plus side, however, client data are safely stored at an off-site location, backed up to the latest keystroke key·stroke n. A stroke of a key, as on a word processor. key  stroke and restored by professionals with experience
in rebuilding data.At the highest level, a BRSP can maintain real-time replicated copies of data and the client's operating system and applications. Additionally, a BRSP typically contracts to have sufficient server space available so that, in the event of an emergency, the client can run its business operations Business operations are those activities involved in the running of a business for the purpose of producing value for the stakeholders. Compare business processes. The outcome of business operations is the harvesting of value from assets on the BRSP's server until it can restore its own computers. Thus, in the event of catastrophic failure A catastrophic failure is a sudden and total failure of some system from which recovery is impossible. The affected system not only experiences destruction beyond any reasonable possibility of repair, but also frequently causes injury, death, or significant damage to other, often , the client would be up and running in seconds. Naturally, the client pays considerably more for such a service. The number of BRSPs is growing. The larger ones include Comdisco (www.comdisco.com), LiveVault (www.livevault.com), NovaStor (www.novastor.com), Virtual Backup (www.virtualbackup.com), Galaxy Stor (www.galaxystor.com) and Backup Security Management (www.backupsecuritymanagement.com). Prices range from $5 per month for 100 Mb of storage to several thousand dollars a year for the very highest level of protection. CAST A WIDE NET All the backup-recovery strategies discussed so far assume company data are located in easily identifiable and accessible places. However, increasingly more data are being stored on personal desktops, laptops and personal digital assistants, thereby diffusing important information into disparate isolated pockets. Thus, it is vital that a backup-recovery strategy encompasses ways to track, save and protect such scattered data. There are three basic users of data to consider: the central office worker, remote office staff member and the traveler. Central office users should frequently back up to local storage devices such as a CD, Zip or tape drives as well as to a network. Remote office users should also back up data to local storage devices in addition to sending data over a leased line A private communications channel leased from a common carrier. Most digital lines require four wires (two pairs) for full-duplex transmission. (communications, networking) leased line or the Internet to the home office. Another option is for remote office users to electronically store their backup data using a BRSP. Traveling users should back up frequently because laptops take a beating on the road and are highly susceptible to loss. While travelers could back up on local devices, for some this is a burden because of the extra traveling weight and bulk and the difficulty of juggling the media. All things considered All Things Considered (ATC) is a news radio program in the United States, broadcast on the National Public Radio network. It was the first news program on the network, and is broadcast live worldwide through several outlets. , one of the best for these "road warriors
The Road Warriors were a professional wrestling tag team famously comprised of Michael "Hawk" Hegstrand and Joseph "Animal" Laurinaitis, though other members " is to electronically store their data using a BSRP BSRP Behavioral Sciences Research Press, Inc. (Dallas, TX) . One vendor offering backup-recovery services specifically designed for travelers is AvantGo (www.avantgo.com). As should be obvious by now, there is no one easy answer to the question, "Which strategy is best for me?" And while the issues are complex, there is no doubt that they have to be addressed because the price of doing nothing--failure of a business--is just too high. EXECUTIVE SUMMARY * THE FIRST STEP IN DESIGNING a data-backup-recovery strategy requires answering two questions: How quickly must you recover the data before your business experiences serious setbacks, and how much are you willing to pay to implement a data-backup plan? * THE PRACTICE OF STORING BACKUP DATA in a safe place, called vaulting, assumes that an organization's data are backed up regularly on some type of removable medium, such as magnetic tape or disk or CD, and then delivered to an off-site location for safekeeping. * AN EFFECTIVE ALTERNATIVE TO PHYSICAL VAULTING is electronic vaulting, Where mission-critical data are sent over the Internet to the home computer of a key employee. A related strategy is to use the services of a business that provides storage room on its remote computers. * A MORE EXPENSIVE STRATEGY involves investing in redundant computer hardware--so if one component of a system fails, a backup device can step in without interrupting business operations. * CPAs CAN MINIMIZE THE THREAT of catastrophic disk failure with a technology known as redundant array of independent disks (RAID). There are many kinds of RAID systems, all designed to provide various levels of error recovery and fault tolerance. * SOME ORGANIZATIONS MIGHT WANT to outsource their data-backup chores to an Internet-based organization.
Alternative Backup Strategies
Recovery speed
Company size Low
Small * Physical/electronic vaulting
* Monthly full backups
* Weekly incremental backups
Medium * BRSP electronic storage
* Weekly full backups
* Daily incremental backups
* Disk striping
* Server fortification
* Disk mirroring or duplexing
Large * BRSP real-time mirroring
* Disk striping
* Server fortification
* Network attached storage
* Storage area network (wide)
Recovery speed
Company size Medium
Small * Physical/electronic vaulting
* Weekly full backups
* Daily incremental backups
* Disk striping
Medium * BRSP electronic storage
* Weekly full backups
* Daily incremental backups
* Disk striping
* Server fortification
* Disk mirroring or duplexing
* Network attached storage
Large * BRSP real-time mirroring
* Disk striping
* Server fortification
* Network attached storage
* Storage area network (wide)
* Distributed processing on
multiple servers at onsite location
Recovery speed
Company size High
Small * BRSP electronic storage
* Weekly full backups
* Daily incremental backups
* Disk mirroring or duplexing
* Server fortification
Medium * BRSP real-time mirroring
* Disk striping
* Server fortification
* Network attached storage
* Storage area network (local)
Large * BRSP hot site
* Disk striping
* Server fortification
* Network attached storage
* Storage area network (wide)
* Distributed processing on
multiple servers at onsite location
JAMES E. HUNTON, CPA (Computer Press Association, Landing, NJ) An earlier membership organization founded in 1983 that promoted excellence in computer journalism. Its annual awards honored outstanding examples in print, broadcast and electronic media. The CPA disbanded in 2000. , PhD, is the Quinn Eminent Scholar of Accounting Information Systems at the University of South Florida • • [ . His e-mail address See Internet address. e-mail address - electronic mail address is jhunton@coba.usf.edu. CHAIM YUDKOWSKY, CPA, president of Byte of Success Inc., a technology consulting company Noun 1. consulting company - a firm of experts providing professional advice to an organization for a fee consulting firm business firm, firm, house - the members of a business organization that owns or operates one or more establishments; "he worked for a in Baltimore and chief information officer of Textilease Corp., Beltsville, Maryland Beltsville is a census-designated place (CDP) in extreme northern Prince George's County, Maryland, United States. The population was 15,691 at the 2000 census. Beltsville is 17.45 miles (0 km) away from Washington, DC. , provided technical assistance for this article. |
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