Has your antivirus subscription expired?

Security for computer networks comes in many forms.Often the most troublesome and frequently encountered are malware infections (viruses, worms, Trojans, spyware, etc.). Unfortunately, during my initial meetings with prospective clients I still find workstations with expired antivirus software or no protection at all. Malware, like hard drive failures, can make workstations inoperable but all data can also be lost. Many techs will only work so long on resolving infections before they suggest reformatting the hard drive and reinstalling the operating system. Maybe they are just giving up but if you are being paid by the hour, it is the better part of valor to start from scratch rather than keep charging your customer for a server when you don’t have or know the solution. On the other hand, there are technology firms that focus solely on virus eradication (at all costs) and data recovery, but be prepared to pay the price if you absolutely need your workstation and data intact. This might be a time to lecture about hard drive backups or imaging but that is not a good method for establishing a good working relationship.

In this day and age of growing security needs, the list of old and new malware removal companies is never ending so there is never a reason for a person to be without virus protection. Professionally, I don’t recommend free antivirus solutions (I don’t scold my mother-in-law for using AVG Free Edition) because most free versions of software offer no support or are only limited (restricted) versions. The most popular free antivirus programs are AVG Free Edition, Comodo Internet Security, and Avast Free AntiVirus. One exception to the premise, that free software provides no support or is a restricted version of the paid client, is Microsoft’s Security Essentials, http://www.microsoft.com/security_essentials/. Microsoft offers this antivirus client for standalone computers with support and the promise of offering a good stable product; if you are looking for an antivirus client this might be worth a try. If you are looking for these and other free or trial antivirus and other downloadable utilities, I suggest becoming familiar with CNET’s Download.com which offers a vast array of spyware free/trial utilities to try. In addition, CNET offers several good spyware removal tools including: Malwarebytes Anti-Malware, Spybot Search & Destroy, Ad-Aware Free Anti-Malware, and SuperAntispyware Free Edition.

Last note: Often, I’m asked to define the difference from viruses, spyware, Trojans, and other malware. I don’t always make a true distinction between the various types of malware other than, “Do I have a tool to remove it quickly to minimize client down time?” Sophos has published a paper, “A to Z of Computer Security Threats”, which gives a good definition of the various malware types which you may find interesting. For your convenience, we have posted the PDF file on our SkyDrive site for you to download. In addition, I’ve also included Trend Micro’s white paper on understanding and protecting against Fake (hoax) Antivirus infections.

Security: When was the last time you updated your software?

As SMB network system administrators we tend to focus on client “pain points”, i.e., “When did you realize that you needed help?” Was it when your hard drive failed and all data was lost? Did a workstation become infected with a virus or malware which prevented your staff from using the Internet? Or maybe you couldn’t get the computers in your office to talk to each other. We promote network maintenance because it is the best approach to avoid many common small business pain points. We try to seriously to talk business owners out of the “break fix” mode of thinking about their networks because in the long run it is more costly and is not an economical means for planning for the future. Besides, if I have to brow-beat clients about the most critical backbone of their business neither of us are winners. Trying to get by on the cheap is just another quick sale; which is not the basis for a lasting relationship. I want to be the trusted adviser for the technical issues related to your business network. For me trust is the first step in developing a secure computer network.

The next step for maintaining a secure network is keeping the operating system and all installed software up to date. Yes, even MACs need to get updated periodically. I know this sounds like a simple no brainer, especially since both Windows and MACs can update critical security patches automatically. Do you know how to manually update your operating system? I periodically manually update workstations (and always manually update servers) because there are always other types of updates available besides security updates; specifically, hardware drivers or additional product functionality can be included in basic system updates. Most of us have several other programs installed on our workstations, including web browsers (Firefox, Chrome, Safari, Opera, etc.); image/photo editing software (Photoshop, Fireworks, Gimp, Pixelmator, etc.); accounting  software (such as QuickBooks, Quicken, PeachTree, etc.); database software (FileMaker and Access); and customer/donor management software (Maximizer, ACT, Goldmine, and Microsoft CRM) and of course antivirus software (Norton, TrendMicro, McAfee, Sophos, Panda, etc.) that are useless if not weekly updated and renewed. Most of today’s software has some form of automated process for updates (either periodic updating or user notice to complete update); you should make yourself familiar with this process for all of your critical software. I was recently made aware of an Adobe Flash security flaw, http://news.cnet.com/8301-1009_3-20006893-83.html and http://www.adobe.com/support/security/advisories/apsa10-01.html: the primary issue about this update is that it affects all major operating systems, Windows, MAC, and Linux. How many times have you blown off that annoying Adobe Flash update notice? To me this drives home the point that we are all vulnerable to some degree. I don’t expect you to become a security expert but timely updating can help increase the security of your workstation and network.

Online Backup Vendors: Major Players Lists

In preparation for my last article on online backup, I asked some of my peers what online backup tools they preferred; my intent was to compile a list of most favored by local small business IT support professionals. In true tech fashion I got two suggestions: a reference to other lists and a question regarding capabilities. As I reviewed the lists I was well aware that I was looking for options other than iBackup, which I directly resell, and BackupRX, which I like but thought was priced higher than I thought reasonable for my client base. For you, the consumer, it’s more than likely relevant that I note why IT pros support/partner/resell for a particular vendor(s):

  1. Establishing a secondary source of income is self-evident: It’s simply a good business practice to offer additional value above and beyond IT support.
  2. Familiarity with utilities that a service provider deploys from site to site simplifies and standardizes the support process: using familiar tools eases installation and support maintenance, thus saving time and costs to the client. Further, this standardization makes troubleshooting more efficient site to site over time.
  3. The more familiar a vendor becomes with a reseller the better the vendor technical support when needed.

With that in mind, here is the current online backup matrix I give to clients: (Please note entries marked in red are noted to be most popular for home use.)

Company Service Link Cost: $/Gb/Mo Contact Comment
Ibackup* Online Backup and Storage https://www.ibackup.com/p=briscoe_network_solutions $9.95/10GB 1-800-949-355/Reseller Includes server, PC’s, Linux, Exchange, SQL and Mac’s
Carbonite* Online Backup for Your Small Business http://www.carbonitepro.com/ $10/20GB 1-866-596-7988 SQL and Exchange? No Mac or Linux support
Mozy Pro* Mozy Home and Business backup http://mozy.com/pro
•Desktop Licenses: $3.95 + $0.50/GB
•Server Licenses: $6.95 + $0.50/GB
877.669.9776/Reseller Includes server, PC’s, Exchange, SQL and Mac’s
BackupRx* Online Backup Manager http://www.backuprx.com/ $98/20 GB/Annual Reseller Total backup and storage solutions for business offices
Intronis* Online Backup and Recovery http://www.intronis.com/download/index.php Reseller Online/reseller I’m currently testing
Most popular for home computer use
* Offer free trial.

I don’t mean to imply that my list is the best or most exclusive, but merely that these are the products that I will install or set up trials for my customers. There are other lists which you may find more to your liking:

My take is online backup is a good resource for easy backups, quick file recovery, and disaster recovery. That said, I still like to have physical backups for full or bare metal restores. Take your time, do a little research, and you’ll be sure to find a backup that fits both your needs and your budget.

Are Cyber Criminals Stealing from You?

How redundant can we be regarding safe Internet communicating and web browsing? As much as we preach maintenance, I’ve noticed that in the current year all of our clients have had at least one malware infected computer; granted, most of those infected machines have been laptops which are used out of the office but no one environment has been safe from infection. Quite often I’m asked what spammers, hackers, and other malcontents hope to gain. In the old days, the purpose was a tech arrogance and a sense of dominance and destruction, you know, striking out against Microsoft and the corporate world. At some level we seemed to put up with cyber vandals and their ilk but so much for computer bad boys and girls. That complacency has opened the doors for cyber criminals who seek to steal your personal information: i.e., social security numbers, credit card numbers, bank account information, and passwords. This criminal assault has increased not only with spam and infected websites but also with instant message programs and social network sites, not to mention file sharing sites.

More specifically, recently I was discussing this matter with John Joynt, Manager of Data Network Services for NPower, a non-profit organization which provides technology support to non-profits in this area. He related a story of one of their long time clients, Evergreen Children’s Association, which had $30,000 removed from their checking account. Please read the full story in the NPower Blog, http://community.npowerseattle.org/npowering/cyber-theft-p1/. Better yet please review the NPower blog periodically about security and tech tips. In addition to the story, John turned me on to a couple of security sites that you might find helpful:

On the other hand, you know that there is danger out there and you work at being careful. Yet you still get infected, so what do you do? At this point your existing antivirus didn’t catch the culprit in time and you need to run a removal tool. I’ve found the following utilities helpful most of the time:

Free removal utilities

Free Antivirus Utilities

Online Scanners

No system is immune to pirates and scalawags but I think these tools can help. Download a tool of your choice and run a scan on your system. If you are infected, restart your computer in “Safe Mode with Networking”, disable “system restore”, update the tool of your choice, and run a scan. If your system is clean, restart in normal mode and run a second scan or two; if you are still clean, enable “system restore”. If you can’t restart in “safe mode” or install or update the removal definitions on your removal utility, either find a tech who will spend the time to find a way to remove the infection or, best yet, reformat your hard drive and reinstall. Find your re-installation media now and backup or image your computer tonight.

Are online backups a maintenance solution?

Recently, I had a new client inquire about using online backup as an additional level of redundancy to protect their data.  My quick response was I’d compile a list for them to review and make an informed decision. Later, I thought about what considerations go into an informed decision: Storage space? Ease of configuration? Cost per MB/GB? Level of tech support?  Below is a list of criteria that I use when reviewing not just backup providers but all software purchases and deployment.

Why online backups?

  1. Hardware and media fail: (external drives, tape, CD’s, flash drives, etc.). If not now, they will sometime in the future. Or you will outgrow the capacity of your media.
  2. Set it and forget it!: No matter what people tell me, as I talk to “solo-preneurs” and small business owners about backup, remembering to schedule backups or change backup media can be a problem.  Online backup resolves both of those issues.  With online backups scheduled and no media (tapes, CD’s, external hard drives, etc.), the computer needs only to be turned on.  Let me repeat that, “With online backups scheduled and no media, the computer needs only to be turned on”!  If this is still a problem, some online backup programs will do real-time backups.
  3. Disaster recovery: One of the primary business concerns after hurricane Katrina was how fast a business could get back in action after so much devastation and loss.  We know that with a total loss of all business data, customer lists, inventories, etc., many businesses are unable to recover and rebuild.  They don’t fail; they die. Data stored in the “cloud”, i.e. online, ensures that business records are not lost, giving businesses a running start to resume.  A disaster plan combining either cloud-based applications or backup images for bare metal restore, can mean the difference for a business in a crisis situation being back in operation within days or in some cases hours.
  4. Redundancy: I like using both physical backups, images, and online backups to provide continuous updating of business data because business disasters can come quickly and in many forms, ranging from server failures, fires, floods, or theft.  With imaging, a server now can be physically rebuilt in a matter of hours as opposed to days with online restores providing additional data as needed.

Considerations

  1. Internet Failure: In my most paranoid moments I fear that the Internet will be inaccessible, in which case all Internet-based computing solutions will be unavailable.  Many assure me that in this day and age the Internet back bone is most stable and secure.  Most disaster preparation plans call for three days self-sufficiency while local and governmental disaster response teams evaluate the overall situation.  I suggest that telephone, electrical, water, waste, and Internet services could be affected during that time period as well.
  2. Availability and Security: There are two issues concerning database storage: What level of redundancy has the vendor built into their system and where are the data stored? Online backup requires data storage centers that house servers; there must be a system for duplicating the same data between centers and facilitate seamless user access from one or more centers at the same time.Consideration needs to be given as to where those data centers are located and whose data is stored next to yours.  On an international scale, various countries have grave concerns if their data are stored in or near an enemy nation and there has been some concern about the physical security of storage facilities located at sea.  You might be concerned if your competitor’s data is stored next to yours or whether the storage facility’s level of encryption complies with HIPPA, Sarbanes-Oxley, or other security requirements.
  3. Latency: The time needed to upload large amounts of data can actually take days for a complete backup.  This latency is adequate for disaster recovery to ensure no data is lost but the time delay is not suitable for the complete rebuilding of a physical server.  To compensate some vendors will allow users to send physical copies of data to resolve the time needed for a complete backup or some vendors will send (next day express) a physical copy of backup data if a complete rebuild of a server is needed.

BNS Online backup criteria:

  1. Simplicity/User interface: My primary concerns are
    • How easy is the backup agent (program) to install?
    • How much space does it takes up on the hard drive?
    • How easy is it to configure and schedule a backup?
    • What is the performance impact on computer (Does it slow down your computer?); this is particularly true for real time backups?
    • Many online backup services have a risk free trial period which I recommend as a way to answer these initial questions.
  2. Storage capacity and cost: Online backup/storage services operate on a subscription basis with a monthly charge based on the amount of storage, usually with a base minimum of 5 -10 GB.  The introductory minimum is always quite inviting from a cost point of view but be clear about how much data needs to be backed up. The more data you store, the more expensive; not to mention the amount of time to complete the initial backup.
  3. What needs to be backed up?: SQL? Exchange? Laptop? For businesses that need to back up database files, the mail server, specialty business applications, Linux files, or Mac computers: make sure that the vendor’s software for backup and data restore is adequate for your use.
  4. Vendor reliability: comes in two forms:  Does the company have a good reputation? Find out not only how long they have been in business, but also look at their list awards and articles related to their success.  Read those articles not just for accolades! Quite often those articles will also provide a comparison with other service providers as well as “pros” and “cons”.The second level of provider reliability is availability or up time:  Do they make a statement or offer a “service level” guarantee of availability, i.e. 99.5% up time?  Do they have a plan for up time following a natural disaster?
  5. Technical support: There are many players in the online backup/storage business. Besides the mentioned criteria, I make a pre-sales call to technical support to see how responsive, friendly, and helpful the company is.  As Americans we make jokes about talking to tech support from India or the Philippines.  Putting our prejudices aside, if you can’t understand the person, the response time is slow, or the tech support person doesn’t have a clue about the product (reading from a script); what is your first impression?  The bottom line is: no matter what the price, can you depend on this company to protect the storage of your data?

Windows XP SP2 extended support ending July 13, 2010

Several weeks ago I got a Microsoft OEM newsletter informing me that Support for Windows XP with SP2 is ending July 13, 2010:  “Windows XP SP2 will no longer be the supported service pack level for Windows XP computers. Customers running Windows XP SP2 or a previous version of the OS will need to upgrade to Windows XP Service Pack 3 (or Windows 7).”  In short, with the advent of Windows 7, Microsoft’s new OS, Windows XP is now two operating systems away from the current version Microsoft is working on. What does this mean for users? Microsoft has provided the following PDF. (https://partner.microsoft.com/download/global/40126194).

Although I know this document is aimed at the technology professional; I was really looking for a plain English explanation/answer to the questions: Do I need to change? Is it worth it? Officially, mainstream support for Windows XP Professional ended April 4, 2009, but what is the difference between Mainstream support and extended support.  Like any legal document it is important to understand the language so you don’t misunderstand.  I think the following chart is helpful in providing those definitions:

Support provided Mainstream Support phase Extended Support phase
Paid support (per-incident, per hour, and others) X X
Security update support X X
Non-security hotfix support X Requires extended hotfix agreement, purchased within 90 days of mainstream support ending.
No-charge incident support X
Warranty claims X
Design changes and feature requests X
Product-specific information that is available by using the online Microsoft Knowledge Base X X
Product-specific information that is available by using the Support site at Microsoft Help and Support to find answers to technical questions. X X

Note: A hotfix is a modification to the commercially available Microsoft product software code to address specific critical problems.

From my point of view there is no point using versions of Microsoft software that no longer have extended support because MS no longer provides product or security updates; not to mention paid telephone support.  If you are past the extended support phase, it’s best to move to the newest version of Microsoft operating system if only to ensure that you have a stable system with full technical support.

Whose Network is it anyway? Notes for business owners.

It is a good practice for business owners to outsource technical support to keep their minds focused on their primary responsibilities. Outsourcing saves not only time and money but also provides valuable expertise not necessarily available in-house… so good technology support should be your trusted technology advisor.

Every business owner should take the time to understand the fundamentals of his/her computer network; after all, whose network is it anyway?

1. Know your passwords: Passwords are the first line of defense against external and internal intrusion into your computers or network, and a lot has been written regarding the security aspects of using passwords.  Passwords to computers, servers, and network devices are the keys to your critical business information and the security of your network but if your office manager becomes sick or leaves, do you still have access to your QuickBooks database, client list, inventory list, pending projects, etc? Who knows this information?  Your office manager? Your tech support? Do you?  The time spent discovering the password to the accountant’s workstation or finding device information for a new technical support person is money wasted. You should make it your business to know all of the passwords to access critical information and devices on your network.

2.    How to properly start and restart your server: I received a call several weeks ago from a client requesting the password to restart a server that had shut down after the building lost power. I gave him the password but suggested that to turn on the server he needed only to push the button.  A lot of network administrators don’t like the idea of someone on site having administrative access to the server but they can’t be available all of the time, sometimes starting or restarting a server or workstation is the solution to a problem. Do you know how to safely shutdown, restart, or start your server?  This can save you time and money.

3. Add or disable a user: When that disgruntled employee walks off the job, how quickly can you disable that person’s user account and deny him/her access to your network?  If you have to call your tech support person to do this task, you are not only wasting money but you’re compromising the security of your network.  The same holds true for new employees.  Add them as you hire them to allow access to your network. Your tech support can make sure they have the correct security permissions after you make your call.

4. How to change a password: As that disgruntled worker walks out the door, how quickly can you change the password to your server?  Computer passwords should be changed frequently to increase the security of your network.  When was the last time you changed your password? Do you know how to change your password?

5. How to check to make sure your backup is running: You bought a new external hard drive and pushed the button to backup your computer and/or server.  Now you can rest.  How do you know that your backup is running properly?  Is there a backup log or report?  Are you checking that report daily to make sure that backups are running as scheduled? Is there a pattern of repeatedly missed backups?

6. How to restore a file from backup: OK, so now your backups are running daily but what happens if you need to restore a file?  Being able to quickly restore an accidentally deleted file or folder saves you time and money; plus ‘test restores’ should be a standard part of network maintenance to ensure that the backup is working beyond reviewing log files.

7. How to check if your antivirus is up to date: Not only should virus scans run on a regular schedule but business owners should know more than when the subscription is due. They should also know if the virus definitions are up to date.

8. How to run a virus scan: In addition, business owners and staff should know how to run a virus scan.  This is particularly true for laptops. Increased mobility also means increased responsibility.  If scans are scheduled to run at 3 am, it does no good if your laptop is shut down or asleep.  Worse still is only running a scan when you suspect a file might be infected.

9. Is your system security up to date? Are you only relying on MS updates?: Updates are at the core of the security for your system (computer); antivirus and other applications build on this core. At first, many complained about Windows needing update patches, so Microsoft automated the critical level of this process; then people assumed that this would take care of the process.  Although critical updates are automatically installed, there are other updates, including Office 2003/2007 application updates, driver updates, and other options that are not part of the critical update process. I have a policy of manually updating servers to control what and when updates are installed.

10. Could you start over again if you had to?:
Starting again is a little more than just having a plan; it is also an attitude.  There are at least three components in planning that help with this attitude:

  • Do you have up to date network documentation for your existing site?
  • Does your tech planning for the future and/or disasters include a budget?
  • Does your recovery plan include where to start first? Who to call?

As business owners, we are always working to maintain our foothold while looking for that next step up. I don’t expect small business owners to be technology mavens but I do think that they should have a good functional understanding of their network.

Outsourced IT support may be the solution for your continued maintenance and growth but the final decisions are yours.  With that in mind you should always keep your hand in maintaining a functional understanding of how your investment is protected.  Because, as we come full circle, whose network is it anyway?

Create a Password You Can Remember

Say you have the most secure system in the world. How do you keep it that way? Passwords not only keep your system secure, but can limit access to certain people, be it employees, technical support, or a specific member of your team, such as the accountant. Do you remember the passwords to your server, Quickbooks, etc? Do you change them regularly with secure passwords? While we all can relate to dreading the 30-60 day password change, there are techniques out there to help make the burden lighter. Wikihow gives helpful techniques on not only creating a secure password, but one you can remember too:

Wikihow – Create a Password you can Remember

Are you ready for Windows 7.

In August I started using Windows 7 on my laptop and one workstation in our office and to date we are pleased over all.  My laptop is my office and goes with me every where, including my recent vacation.  My biggest complaint regarding Vista was it was slow to sometimes impossible to connect to new networks (wired or wireless).  To my joy, this problem was resolved and going through several networks a day was no problem.  Mossberg found the HomeGroup  function confusing but since I function in domain networks i didn’t test this function; although, my network “visibility” only included the Windows 7 machines.   In this case UNC (universal naming convention) worked fine and in an SBS 2008 domain I maintained my mapped drives.  I see that Thursday’s Walt Mossberg’s WSJ article also thought Windows 7 was great.  I’ll never go that far because times  and needs change but it would seem that we are both pleased.

Are you really backing up?

Backup and Disaster Recovery

For the last several weeks as I prepared for this article I’ve been thinking how to make computer maintenance sexy.  Maintenance isn’t as sexy as your new iPhone application or ordering your pizza through Twitter or the cute pictures of my grandson.  But computer maintenance is crucial in business because without a strong stable and secure network there is no foundation for the business.  In a network where everything works right; emails come in without being swamped by spam, websites are accessible, intranets and extranets communicate without interruption.  A smooth running, low humming network of hardworking computers, terminals, printers and devices…. Now that’s a sexy thing!

After reviewing my last article my wife asks, “Who’s going to read this, isn’t it awfully long?”  Good question! Often when I introduce myself at meetings I conclude with the tag, “When was the last time you backed up your computer”?  My responses are either a confident smile or a nervous twitter.

Backups can be as simple or as complicated as you want and there are many ways to save your data… from copy and pasting to a flash drive or a CD to push button devices that backup everything at one time.  As a network administrator I look at it from a need basis and ask the following questions:

  • Why backup?
  • What to backup?
  • When to backup?
  • How to backup?
  • And Where to backup?

In short, do you have a backup plan?

Why backup?

Whether we like it or not hard drives fail or run out of space; therefore, the first reason you backup is to make a record of the data on your existing hard drive or computer in order to move that information to your new hard drive or computer.  More specifically, how many copies do you have of that new business plan you worked out with your attorney?  How long did it take you to work out your new inventory pricing list with your sales manager and now where is that laptop?  In short, how do you replace lost information whether it’s a stolen laptop or an earthquake collapsed building which crushed your server and destroyed all of you office?

What to backup?

USB External drives have been a boon to many of us because they are simple to install, drive capacity has skyrocketed, and small drives can now fit in your skirt pocket.  Most of these external drives have backup software built into them which makes backup easy… you just push the button.

Although this is simple, it isn’t practical because you backup more information than you need. Specifically, you will need to reinstall programs on the new computer and the same goes for the operating system.  Ok, ok, rather than get into a technical discussion, what do you backup?  What have you created?  Do you run QuickBooks, Microsoft Accounting, PeachTree, or other accounting software?

Most of these programs have either an automatic or manual backup procedure; you should backup that folder.  Further, are you working with inventories, menus, presentations, manuscripts, client marketing lists, marketing graphics or literature, client or donor marketing lists/databases, calendars, web site designs, building designs, customer letters, letters of recommendation, letters of credit, project time lines, my grandsons’ pictures, art portfolio…?  Did you forget your “My Documents / Documents” folder?  What about the “users” folder on the server? Have I missed anything?  Make a list and select everything that is on your computer and server which has value for you business history, progression, and good will.

How?

  1. For small amounts of data dragging and dropping to a flash drive or small external drive. Many accounting programs sets this is the default and prompts you for the location and device.
  2. Automated backups again simplify the backup process.  Windows XP, Vista, and Windows server products have built in backup applications which can backup to external drives or tape.
  3. Servers are quite often are purchased with backup devices (tape or cartridge) which include third party software for selecting files and automating the backup.  If you have SQL or and Exchange database on your server make sure your backup software will backup those databases.
  4. Online backup is a new player to the game which can not only simplify the backup process (set it and forget it) but because backup is over the internet there is no external device to loose or to fail. 

When?

Customarily I think of backup happening at the end of the work day or in the evening when no one else is using the information. Besides time of day there are several other considerations need to be taken into account when developing a backup plan:

  1. How much data do you need to backup?
  2. How large is your backup and how long does it take to backup?
  3. How often does pertinent data change?
  4. Do Line of Business applications or accounting program need separate or special backup?

Offices that have a high volume of daily changing data should backup daily.  Keep in mind that full backups can take up much space; not only should the backup device have plenty of space but using full backups in conjunction with partial (incremental or differential; which we won’t go into here) copies changing data but also saves space by only copying the information that changed.  On the other hand, offices that don’t have lots of data changes can backup weekly or if the accounting or inventory software is the only change, backup that application daily.  The key is to develop a plan and stick to it.

Where?

At one point, tape backup was considered the only backup solutions but with the numerous forms of storage devices now available you can easily take your pick of what type of media to use for backing up.  As an old school guy, my first preference for servers is still tape but tape drives and tapes are expensive not to mention somewhat limited in storage capacity.  On the other hand the increasing size of USB hard drives and the flexibility of solid state storage, and the low cost of these devices, have made them a first choice for small businesses and home offices.

I heard a story today about a small company that installed a new server with new high speed USB drives for backup that was broken into and had all of their new equipment stolen including the new external hard drives with their backup.  I can’t stress how important it is to keep a copy of the most recent backup off site.  Tape, CD Rom, or external hard drive rotation off the premises has to be part of the backup plan.  Online backup is a good option for maintaining off site backup and many vendors promote a ‘set it and forget it’ approach to backups.  I like the logical simplicity of online backups but there are several things that need to be considered:

  1. There are many consumer grade backup systems available but may not have the capacity to store a large amounts of data, which may be needed by a commercial venture.
  2. Along with storage capacity different backup systems backup and restore at different speeds; a large amount of data may take days before all of the file are backed up.  This also applies to restores; restoring a missing file from online may be just what you needed but not practical if you need to fully restore a lost or damaged hard drive.  I deal with a vendor who guarantees that in the event of a total hard drive failure he will overnight the data on an external drive.
  3. Also, if you host an email server or SQL database, it is imperative that the backup software can backup these types of files.  Most consumer grade services are geared for home backups not the sophistication needed for commercial purposes.

Disaster Recovery

I heard a distressing story yesterday, about an organization that moved into a new location and a thief stole not only their new server and several new desktops but they also took the new external drives with all of the backups.

Murphy’s Law states that if it can happen, it will happen so be prepared.  Disasters do happen: hard drives fail in fires, with water damage, hurricanes, earthquakes and floods.

So:

  1. Keep a copy of the latest backup off premises, in a safe secure place.
  2. Use a competent online backup system.
  3. Use imaging software to speed up recovery to new servers or replaced hard drives.

Conclusion

Backing up is something people know they should do but leave it because ‘it’ll never happen to them’.  When it does happen, it can be a total disaster.  Backup up is an insurance policy that will protect one of your business’s most valuable assets, your data, your records, and your business essence.  Many businesses that suffer a crash (or get hacked), never recover.  It doesn’t take a lot to prepare a plan and there are advisors aplenty if you look for them.