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Backup & Disaster Recovery for Business Owners & Directors
- 1. WELCOME TO: BACKUP & DISASTER RECOVERY FOR BUSINESS OWNERS & DIRECTORS
- 2. Backup backup /ˈbakʌp/ noun • In information technology, a backup, or the process of backing up, refers to the copying and archiving of computer data so it may be used to restore the original after a data loss event
- 3. Data repository models Any backup strategy starts with a concept of a data repository. The backup data needs to be stored, and should be organised. Different approaches have different advantages. Part of the model is the backup rotation scheme.
- 4. How to store your backups Unstructured An unstructured repository may be CDs, DVDs or USB drives. This is the most simple form but has the lowest success rate for data recovery. Incremental An incremental-style repository aims to make it more feasible to store backups from more points in time by organising the data into increments of change. Differential Each differential backup saves the data that has changed since the last full backup. Continuous Instead of scheduling periodic backups, the system continuously logs changes on the host system.
- 5. Storage Media In order of reliability, the types of storage media for your backups are: • Optical Disks • Tapes • USB Disk • Disk to Disk • Offsite Backup • Cloud
- 6. Testing your backup When was the last time you tested your backup? All too often testing is the missing step in the Backup Strategy. Companies make substantial investments and spend a lot of time backing up their data only to find the backups won't work when something goes wrong with their data storage. According to "The Symantec Disaster Recovery Research " report, 48% of the disaster recovery tests run by companies fail.
- 7. Testing – what to do Step 1. Test your backups regularly Step 2. Test realistically Step 3. Test systematically Step 4. Test everything.
- 8. Director’s responsibility Gartner Group says that 43% of companies were immediately put out of business by a “major loss” of computer records, and another 51% permanently closed their doors within two years. As a Business Owner or Director not only do you have a moral obligation to your staff, you also have a legal obligation under your Duty of Care. Many companies give the role of changing, storing or transporting their data backup to someone with no knowledge of the procedure they are carrying out. Imagine if that data went missing and you could no longer access it. How would you do business? How long – hours or days – could you survive without your data? The data that is stored in your system is often worth millions of pounds, if this was physical cash would you take more steps to protect it?
- 9. Disaster Recovery The terms Backup and Disaster Recovery (DR) are often misused and misunderstood when discussing the growing need to protect data and IT systems. As security breaches become more commonplace it is important to understand the difference between the two. Having a Backup strategy is not the same as having a DR strategy. In basic terms a Backup is having a copy of your data, whilst DR is the strategy to recover your essential IT environment in the event that it is compromised.
- 10. The Ugly A large company in Yorkshire trusted that their IT Support company was backing up their system. Recently they fell victim to Cryptovirus and spent two weeks trying to recover their critical data and server. The last viable backup they had was from May, meaning they lost five months’ worth of data. The cost to this company in lost revenue was £30k-£40k. This doesn’t take into account the time to manually input data they could only recover from paper records, and worse the emotional impact on the staff who were unsure about the future of the company and therefore their jobs. This company trusted that the people they employed to look after their backup were doing this correctly, but had not tested it themselves. The result of this was that when they truly needed their backup it failed.
- 11. How expensive is BUDR? When looking at Backup and DR it is important that a cost versus value analysis is carried out. If we break it down by turnover versus cost of BUDR, based on 254 working days per year, we can calculate the cost versus value as: £1m annual turnover = £3,937 per day or £82,677 per month. Average cost of BUDR = £23.80 per day or £500 per month With an annual turnover of £1 million, this is 0.7% of the monthly turnover cost to secure your business’ data.
- 12. How expensive is BUDR? ANNUAL TURNOVER DAILY REVENUE (254 WORKING DAYS) MONTHLY REVENUE (21 WORKING DAYS) £1 million £3,937 £82,677 £3 million £11,811 £248,031 £5 million £19,685 £413,385 £10 million £39,370 £826,770 The average cost of BUDR is just 0.13% of a 5 million turnover company. When hit by a major catastrophe most companies experience 10-15 days of lost business. With the above figures and based on £1 million annual turnover, the loss incurred would pay for advanced cloud backup for 7.5 years.
- 13. Secure your business Practical steps to improve your data security: Cyber Scams: • Do your staff know how to spot potential cyber scams such as fake invoices, the ‘bogus boss’ scam or emails containing Cryptolocker? • Would your staff know what to do if hit by a cyber scam? Backup: • Do you know how your company backs up its data? • When was the last time you tested your backup? • Do you know how long your business could survive without its data? • Do you understand the reputational damage your business could sustain from a data loss? Disaster Recovery: • Identify the key systems the business cannot function without • Decide how long the business can function with each of the key systems offline • Decide how much data the business can afford to lose (if any) • Decide how a DR system would take over (manual/automatic)
- 14. Summary • If your business is important to you, it is worth protecting it with a Backup & Disaster Recovery strategy that you can be confident works • Educate your staff of the latest cyber scams and types of Ransomware attacks (ask AAG for posters for your office) • Test your current backup • Review your disaster recovery plan • Implement a Responsibilities chart • Book an independent consultation with AAG to assist with the above. sales@aagsystems.co.uk www.facebook.com/aagsystems 0114 399 0995
Editor's Notes
- Unstructured. This is the easiest to implement, but probably the least likely to achieve a high level of recoverability as it lacks automation. Incremental - Restoring the whole system to the date of the last incremental backup would require starting from the last full backup taken before the data loss, and then applying in turn each of the incremental backups Differential. It has the advantage that only a maximum of two data sets are needed to restore the data. One disadvantage, compared to the incremental backup method, is that as time from the last full backup (and thus the accumulated changes in data) increases, so does the time to perform the differential backup. Restoring an entire system would require starting from the most recent full backup and then applying just the last differential backup since the last full backup. Continuous-This is generally done by saving byte or block-level differences rather than file-level differences.[5] It differs from simple disk mirroring in that it enables a roll-back of the log and thus restoration of old images of data.
- Unstructured. This is the easiest to implement, but probably the least likely to achieve a high level of recoverability as it lacks automation. Incremental - Restoring the whole system to the date of the last incremental backup would require starting from the last full backup taken before the data loss, and then applying in turn each of the incremental backups Differential. It has the advantage that only a maximum of two data sets are needed to restore the data. One disadvantage, compared to the incremental backup method, is that as time from the last full backup (and thus the accumulated changes in data) increases, so does the time to perform the differential backup. Restoring an entire system would require starting from the most recent full backup and then applying just the last differential backup since the last full backup. Continuous-This is generally done by saving byte or block-level differences rather than file-level differences.[5] It differs from simple disk mirroring in that it enables a roll-back of the log and thus restoration of old images of data.
- Tapes – relatively low cost and high storage – prone to corruption USB Disks – cheap for high storage size , slow to recover from
- Regular - most large companies test DR plans at least once a year. Simple backups should be tested much more frequently -- at least once a quarter and whenever there is a major hardware or software change to your backup system. It's particularly important to run a test after upgrading the firmware in your backup system to make sure the new firmware works properly with the rest of your system. Realsitically - As much as possible, your test should duplicate the conditions you will face when you need to actually restore. The ideal situation would be to do a complete restoration of all your data to a second system with an identical configuration. This isn't always possible, of course, but you should test as much of the backup as you can on as much of the backup system as feasible. Systematically - Testing should consist of more than simply poking around. For example, if you just restore a couple of files you can't be sure that your directory trees and other features are working as they are supposed to. When you test a restore, take a minute to study the directories to make sure everything that should be backed up is actually backed up. The test should include restoring entire folders, complete with subfolders, as well as one or more critical applications. Everything -Every critical application should be tested regularly, if not on every test. Pay special attention to complex applications. Microsoft Exchange, for example, is a particular problem because of its complex database structure. (An Exchange database is actually several linked databases
- Regular - most large companies test DR plans at least once a year. Simple backups should be tested much more frequently -- at least once a quarter and whenever there is a major hardware or software change to your backup system. It's particularly important to run a test after upgrading the firmware in your backup system to make sure the new firmware works properly with the rest of your system. Realsitically - As much as possible, your test should duplicate the conditions you will face when you need to actually restore. The ideal situation would be to do a complete restoration of all your data to a second system with an identical configuration. This isn't always possible, of course, but you should test as much of the backup as you can on as much of the backup system as feasible. Systematically - Testing should consist of more than simply poking around. For example, if you just restore a couple of files you can't be sure that your directory trees and other features are working as they are supposed to. When you test a restore, take a minute to study the directories to make sure everything that should be backed up is actually backed up. The test should include restoring entire folders, complete with subfolders, as well as one or more critical applications. Everything -Every critical application should be tested regularly, if not on every test. Pay special attention to complex applications. Microsoft Exchange, for example, is a particular problem because of its complex database structure. (An Exchange database is actually several linked databases
- Regular - most large companies test DR plans at least once a year. Simple backups should be tested much more frequently -- at least once a quarter and whenever there is a major hardware or software change to your backup system. It's particularly important to run a test after upgrading the firmware in your backup system to make sure the new firmware works properly with the rest of your system. Realsitically - As much as possible, your test should duplicate the conditions you will face when you need to actually restore. The ideal situation would be to do a complete restoration of all your data to a second system with an identical configuration. This isn't always possible, of course, but you should test as much of the backup as you can on as much of the backup system as feasible. Systematically - Testing should consist of more than simply poking around. For example, if you just restore a couple of files you can't be sure that your directory trees and other features are working as they are supposed to. When you test a restore, take a minute to study the directories to make sure everything that should be backed up is actually backed up. The test should include restoring entire folders, complete with subfolders, as well as one or more critical applications. Everything -Every critical application should be tested regularly, if not on every test. Pay special attention to complex applications. Microsoft Exchange, for example, is a particular problem because of its complex database structure. (An Exchange database is actually several linked databases