Tech comm presentation 2014 01-16


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Back it up or pack it up! Did you know that 60% of all small businesses that lose their data are out of business within 6 months? Don’t be one of them! Your New Year’s Resolution for your business should be to setup a backup solution, or evaluate the one you have. Come to TechComm this month to learn more about proper backup solutions.

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Tech comm presentation 2014 01-16

  1. 1. Backup Solutions January 16, 2014
  2. 2. Mission The purpose of this meeting is to inform and introduce technology to Chamber members, not necessarily to give a complete education on the topics discussed. Some of the technologies discussed are quite often available through Chamber member companies, including several of the volunteers in the subcommittee. Other topics are presented as classes by the Chambers. If you would like to discuss any of these topics more indepth, please contact one of the subcommittee members after the meeting and we’ll get you in touch with the best contact for your interest.
  3. 3. Sub-Committee Chamber Member Companies working together to bring you the information on the technological topics that interest you and can benefit your business! Co-Chairman Ken Tucker, Changescape Web Mark Peimann, EPC Computers Andy Kastrup, ProTronics Technologies, Inc. Art & Candy Zemon, Hen’s Teeth Network Beth Richter, ProTronics Technologies, Inc. Don & David Weir, Managed Computer Services Paul Barthel, Minuteman Press Randy Downs, Independent Consultant
  4. 4. Facebook Events Check-in
  5. 5. Backups  Get something in place ASAP  Don't get paralyzed because you can't do everything  Almost anything you do will be better than doing nothing
  6. 6. Reasons to Backup Data… EXAMPLES:  Your office just burned down. Everything inside was destroyed!  Your car, with your laptop, was just stolen!  You deleted which file?!?!?!  You visited and now QuickBooks won't open!  US Customs & Border Protection confiscated your laptop and your thumb drive. You'll get them back someday... maybe.
  7. 7. Considerations  Identify the problem  Recovery time  Backup schedule  Retention time
  8. 8. 2 Distinct Problems  Entire computer will not boot or has been destroyed  A “few” files were damaged or deleted
  9. 9. How Quick?  When disaster hits, can you wait a few  Minutes?  Hours?  Days?  Faster recovery == More money
  10. 10. Backup Schedule  How much can you afford to lose?  Absolutely nothing?  A minute?  An hour?  A business day?  A whole week of work?  Time of day  Not necessarily in the middle of the night  More frequent == More complex
  11. 11. Keep backups for how long?  Backup retention  How long to keep the backups  How many copies  How long will it take you to discover the problem?  Weekends + holidays = delays  Embarrassed employees = delays
  12. 12. Consider the Material  Different solutions for different stuff  Data files  Large files: photos, videos, audio  Purchased programs  Operating system  Some material might not be on your computer  Receipts  Installation media  Certificates of authenticity / Product Key Codes / Activation Codes
  13. 13. Backups are a Process  Backup software/hardware is just the first step 1)Plan your backups 2)Execute the plan 3)Test now. Don't wait for a disaster!
  14. 14. Backups  Get something in place ASAP  Don't get paralyzed because you can't do everything  Almost anything you do will be better than doing nothing  Ask us for help
  15. 15. Backup Types  Full System Backup (OS, Applications & Data)  Full Data Backup  Incremental vs Differential  This is actually a trade-off. Differential backup offers a full system backup at regular intervals, so naturally it takes longer and requires more capacity.  Differential Example: (Weekly) Do a full backup every Sunday. Then on Monday, only files that have changed since the full backup on Sunday. On Tuesday, only files that have changed since the full backup on Sunday (Essentially, the Tuesday differential replaces the Monday differential)  Incremental backup only backs up files that have changed since the last backup (full or incremental), so it's quicker but has a longer recovery time since it has to restore data from multiple incrementals  Incremental Example: (Weekly) Do a full backup on Sunday and incrementals during the week. On Monday only data that has changed since Sunday and then on Tuesday, only data that has changed since Monday, etc. So if something happens on Saturday, you would need to use 6 backups to restore data. 
  16. 16. Off Site Vs. Local Backups  Serve different purposes  Some overlap between them  Recovery may be slower with off site backup  Local backup IS NOT disaster recovery  Local backup is ideal for quick recovery of deleted files and normally uses an external drive
  17. 17. Backup Versioning  Versioning allows you to keep different versions of the same file – You have edited the files several times and don't want the next backup to over write them.
  18. 18. Hard Drive Cloning (Imaging)  Cloning – or imaging – a hard drive creates an exact replica of a hard drive.  Good for hard drives where data doesn't change  Servers and workstations with operating system on one drive and data on others Example for Windows: Macrium Reflect Free: Example for Mac: Carbon Copy Cloner:
  19. 19. Backup Software  Windows Backup (Included with Windows)  Full Backups  Versioning  No Differential Backup  Allows you to backup to a drive but does not allow you to pick a folder on that drive  Cobian Backup  Full & Differential Backups  Versioning
  20. 20. Backup Software For Windows  AEOMI Backup  Full Backups  Differential Backup  Versioning  Will also do cloning
  21. 21. Backup Software  For Mac  Time Machine    Comes with MacOS Full & Differential Backups Versioning  Smart Backup      Full & Differential Backups Versioning More Features than Time Machine Not Free - $14.99
  22. 22. Backup Software  For Linux  Bacula   fwbackups 
  23. 23. Other Considerations…  Turn off synchronized backup  Disconnect external backup when not in use  If you were to get hit with the Cryptolocker virus you will have a backup full of encrypted files.  That would be a very bad thing – for you anyway  You know who you are & you have been WARNED!
  24. 24. Hardware Failures Hardware and Software issues that can cause Data to be lost: • Any piece of hardware can fail • Mother Boards, Daughter Boards can fail or from component level failure, sometimes there is no known reason why the MB failed so at EPC we call it “MES” or “Mysterious Electronic Stuff”. • Hard Drives can fail as well as the circuit board, power management or data chips on HD’s can fail. • External hard drives can fail • USB Flash Drives. • USB and SSD (Solid State Drives) are made up from Memory Chips. • Anything that is man made and holds data can fail.
  25. 25. Hardware Failures Software can cause physical damage, this is rare but can happen. CD or DVD can also fail this way, the drive will sound like a maracas. Platter Hard Drive Solid State Drive USB Flash Drive
  26. 26. Failing or Failed HDDs 1. Some times the data can be copied from a failed or failing HD and other times it cannot, it depends on how many attempts the drive has been subjected to. 2. If you are experiencing an issue with your system each successive boot lessens the chance of getting data or increases the chance the drive will have a total failure. 3. We have used some tricks to getting data from drives but they are only a 50/50 shot or worse odds.
  27. 27. After Failure FAT: File Allocation Table or NTFS: New Technology File System EPC can do a few things with HD that have lost their FAT (File Allocation Table) or NTFS (NT File System) but if the drive has failed in some way the data recovery process is going to get very expensive. There are some things that can be done to recover data that require a clean room and specific tools to get the data. EPC has partnered with 1-800-440-1904 Use code EPC D19290 for 10% off. DriveSavers has recovered data that the HD manufactures had thought would be impossible. Just be seated when they talk about cost.
  28. 28. Things to think about… If you lost your data to a catastrophic event what would you do? If you start paying for data backup now your cost will be minimal to the cost of paying the price for recovery - it could make it so your business could not recover. Taking your data backup off site, using 2x backup devices or more to rotate the saves off site or into a fire proof safe. Check how long a backup will take to make sure you leave enough time to back your data. The first back up will take the longest and then by doing an incremental (only backing up the files with changes) takes a lot less time.
  29. 29. External HDDs and Backup Software External Hard Drive backup: 1. Western Digital has software called WD Smart Ware 1. Allows for flexible backup schedule 2. Pro version can assist in Cloud Backup 2. Seagate has software called Dash Board Support 1. Connects to social media and backs up that media too. 2. Pro version can assist in Cloud Backup 3. There are other brands of external HD and other backup software but most use either Western Digital or Seagate HD’s
  30. 30. Disaster Recovery Center  A data center housing a real-time backup server located in local proximity  Provides immediate physical access to all backup data for purposes of restoration and immediate business continuity  Scenarios range from simple file restoration to alternate business office location  In the event of disaster, employees have option of immediately continuing work at the recovery center
  31. 31. Minimizing Risk Common Causes & how to minimize risk for each:  Human Error  Proper File Security  Software (Corruption)  Reputable, up-to-date OS/drivers & applications  Hardware Failure  Quality Hardware  Temperature - kept in room temp or cooler environment  Redundancy  Less Mechanical Parts
  32. 32. Options/Considerations Backup Solutions: 1) Secondary Drive in your machine (mirroring) 2) Tape Drive (old magnetic media technology - phased out) Consider the technology – if the unit is destroyed, could you get a replacement to read the backup medium? 3) 4) 5) 6) 7) 8) 9) CD/DVD (smaller capacities – maybe ok for archiving) USB Flash Drive (smaller capacities) External USB Hard Drive (Constant Connect) External USB Hard Drive (Rotational Off-site or FireSafe) Another PC Cloud Storage Disaster Recovery Center Speed of Recovery (from fastest to slowest): 1) Connected internally in machine (SATA, etc) 2) Connected externally to machine (USB) 3) Connected to Internal Network (another PC on the network – 100 Mbps) 4) Connected to Internet (only as fast as your download speed ~ 1.5 - 50 Mbps) - Likewise, backing up relies on your Upload Speed (~512 kbps - 10Mpbs)
  33. 33. Solution Pros Cons Secondary Drive (mirroring) Quick recovery Only protects against hard drive failure Tape Drive* Cheap media Old technology (phased out) *If machine is destroyed can you find a replacement to read the media? CD/DVD* Cheap media OK for Archiving? Limited Capacity USB Flash Reliability Limited Capacities/Cost *Smaller capacities are cheap, but larger capacities are more expensive External USB Hard Drive (Constant Connect) Capacity Still Moving Parts External USB Hard Drive (Rotational Offsite) Capacity Restoration History Disaster Safe Remember to rotate media Still Moving Parts Another Machine Business Continuity Onsite - subject to similar issues Cloud Offsite Slow backup & recovery Disaster Recovery Center Fast recovery time $$$ (unless SSDs are used) (unless SSDs are used)
  34. 34. Backups & Disaster Recovery Solutions Situation Solution Complete Destruction Fire, Natural Disaster Offsite Backup: Rotational Offsite Cloud Disaster Recovery Center Theft/Loss Any solution, provided it was not in the same place & could have also been stolen/lost File deletion Any Solution, but the key here is time taken to discover the deletion Virus Activity Any Solution, provided it was not also connected to the machine at the time of infection (Ex: Cryptolocker)
  35. 35. TechTip Belarc Advisor is a piece of software that can look up your various software installation keys, it is a free download for individuals.
  36. 36. January 16, 2014 Backup Solutions Presented by: Ken Tucker Art & Candy Zemon Mark Peimann Don & David Weir Paul Barthel Andy Kastrup Beth Richter Randy Downs Independent Consultant Please fill out your survey & drop it in the box before you leave