The Ekaru Technology Advisor Vol 6-1 January 2006
Welcome to this month's issue! The Technology Advisor's mission is to provide quick technology tips and trends to help you manage and grow your business!
A New Years Resolution for You: Back-up Your Critical Data!
Data is the lifeline of your business. Are you confident that your critical data is being properly backed up? Did Hurricane Katrina cause you to worry about what would happen if a disaster struck your business? Are you worried about regulatory compliance?
If there is just one thing you do this year regarding your office technology, make sure that it is to assess/design/deploy an appropriate data backup for your business.
The statistics about data loss and backup are enough to make you stop and think:
These statistics vary, but approximately:
- 40% of small and medium businesses don't backup their data
- 60% of data is held on PC desktops or laptops (not servers)
- 15% or more of laptops are stolen or suffer hard drive failures
- 32% of data loss is caused by human error
Another growing trend is that companies have steadily moved data from mainframes to servers to desktops and now to portable devices. An important question to ask is "Do you even know where your data is?"
In a 2005 report, Gartner Research, Inc. reported that 50% of small and medium businesses experiencing major data failure (more than 24 hours) will go under!
It's not a question of "when you have the time" or "when you get around to it", or "when you have the budget to do it right". Do something RIGHT NOW!
Here are some tips to get started on a strategy to protect your business:
Identify Risks: What are you protecting against: Examples include human error, theft, file corruption, hardware failure, a disaster in your building (example = fire), or a regional disaster. In the worst case scenario of a regional disaster, consider that even if you diligently kept a copy of your data off site, but that location was also hit by the hurricane, you might not have been able to recover.
Identify Critical Data: As a manager, it is crucial that you define critical data for your organization, and enact procedures to guide employees to store data properly. Many businesses use a server for central storage of data, and then backup the server. An alternative and less costly approach is to invest in a network storage device, which can also be backed up. Typically, businesses back up data (including e-mail!), as opposed to a full system. Keep in mind that it's crucial that you keep copies of application disks and license keys in case you need a hardware replacement.
Identify Appropriate Backup Media: There are many approaches available, each with advantages and disadvantages. If you have a small amount of data, you may be able to simply burn a DVD on a scheduled basis. Other choices include tape, hard drive, DVD appliance, and on-line storage.
Automatic or Manual: Automated systems can make it easier for you to manage your backup, but they may cost more. Processes that require more human intervention can lead to more errors. Think about the process of swapping tapes - there is a lot of room for human error here.
Single System or Network Backup: Should each employee be required to backup their own data? Should files be shared on the network? Should you invest in a system that can backup individual systems on the network?
Open Files and Closed Files: If you leave applications and files open, beware that you may not be backing them up. In general, more sophisticated software is required to handle applications that are in use.
Fixed Files or Revision History: If a file becomes corrupted, depending on your backup protocol, you may or may not be able to "go back in time" to get the most recent uncorrupted version of the file.
On-Site vs Off-Site: Are you removing backup copies from your premises on a regular basis, or are your tapes just sitting in your server room? Remember to consider the exact risks you want to protect against when you develop your protocol.
It's not possible to protect against every conceivable threat, but you can greatly reduce the major risks of human error, hardware failures, or theft by following a basic backup strategy. An important part of this backup strategy is a way to verify that what is being backed up is what was intended to be backed up.
We have seen it all! - back up of the wrong drive, automated backup with error logs reporting that nothing is being backed up, failure to backup due to open files, forgetting to backup email files, users unknowingly de-selecting their backup folders, and failure to understand regulatory requirements relating to your industry. In addition, you need to be aware that tapes can wear out over time and an external hard drive can be dropped and damaged. The most important thing to understand is that the tape or disk can be replaced, backup strategies cannot completely guarantee the safety of your data. The technology, when properly used, is only a tool to help reduce the risk of data loss.
We might sound like a broken record on this subject, but it's like flossing your teeth. Your dentist tells you to do it, and if you don't do it over time, you'll pay the price! We can assist with the technology, but ultimately, technology is just a tool, and a solid management protocol is required.
Have you backed up your data today?
Technology Workshop:
Data Back-Up and Recovery: Is Your Critical Data Safe?
If you'd like to learn more, or have questions about backup, please join us on Tuesday January 31, 2006 12noon. Arrive early for networking and bring your questions to get the most from the workshop. Location: Ekaru office: 319 Littleton Road; Westford, MA. Space is limited. RSVP by January 27, 2006.
Ekaru in the News!
Do you know what your kids are doing online?
Why Linux Is More Secure Than Ever Technology Tip:
Out of Office Reply
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Sincerely, Introductory Technology Assessment Over 170 local
small businesses have chosen Ekaru to manage their computers and
networks. We offer a free, no-obligation initial consultation to get
started. We'll visit your office, review your network, and make
recommendations. Call us toll-free at 866-463-5278 x1 or email us to schedule a
no-obligation assessment.
Deleting digital dread: Training key to combating woes
Boston Business Journal - January 20, 2006
Parents and Kids - January 20, 2006
Security Pipeline - January 4, 2006
So much business is conducted via e-mail these days, it's not enough to just update your voicemail message when you are away from the office. Consider creating an "Out of Office" reply to let your clients and colleagues know that you won't see their email for a while. For users who aren't on Exchange email, you can still create an "Out of Office" reply message. If you were to set up a rule in Outlook, for example, Outlook would need to be running while you are away, which generally wouldn't be the way you'd want to operate. Instead, use the web-mail capability of your e-mail host. Each provider is slightly different, but start by exploring by selecting "Options" and looking for "Rules". You can create a customized message that people will receive while you are away, or you could alternatively set up forwarding, so another person could retrieve your email. One important thing: Make sure you check it before you go away! Send yourself an email!
Happy New Year!
Team Ekaru
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