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Posted: 11 Feb 2008
There are all too many ‘horror’ stories of when backups have failed in business costing them hundreds, if not thousands of dollars.
In one case there was a business that was the largest supplier in its industry with some 17,000 customers. The nature of their business meant that they were required to hold vast amounts of data of a sensitive nature for their customers.
One day, they needed to restore a file. They couldn’t. The immediate next step was to go to the previous backup. Same result. “OK, let’s try last week”. Still no good.
They soon discovered that for 18 months, they had not had a successful backup. If there had been a flood or fire, they almost certainly would have lost their business. It was a time bomb waiting to go off.
Businesses everywhere that have computers do the right thing (they think) by buying good equipment along with the trusty tape backup unit. They even get someone reliable to install it. But businesses often forget to check and prove those backups work.
The following six checkpoints can ensure that your backup regime is up to scratch and help avert a potential disaster.
Backup’s health checklist
1/ Have more than one tape.
2/ Use the backup rotation system:
• 4 Daily backups labelled Mon-Thu
• 4 Friday backups labelled F1-F4
• 3 Monthly backups M1-M3
• 2 Annual Backups (alternated every 31 Dec or Jun 30)
3/ Check the backup logs daily. Did last night’s backup finish or skip any essential files? Test the backup. Try to restore a file from each tape twice a year.
4/ Clean the backup unit every 6 months.
5/ Keep the tapes off-site. (Oldest weekly, Monthly, Annual or whatever you can least afford to lose in the event of theft or fire.)
6/ Ensure that the backup procedures are documented and at least two to three responsible staff in the office know how to use them.
Most Chartered Accountants can put you in touch with a reliable IT provider. If you require any further information please call Tas Demos.
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