Backup and recovery describe the process of creating and storing copies of data that can be used to protect organizations against data loss. This is sometimes referred to as operational recovery. Recovery from a backup typically involves restoring the data to the original location, or to an alternate location where it can be used in place of the lost or damaged data.
A proper backup copy is stored in a separate system or medium, such as tape, from the primary data to protect against the possibility of data loss due to primary hardware or software failure.
Why Backup and Recovery are important
The purpose of the backup is to create a copy of data that can be recovered in the event of a primary data failure. Primary data failures can be the result of hardware or software failure, data corruption, or a human-caused event, such as a malicious attack (virus or malware), or accidental deletion of data. Backup copies allow data to be restored from an earlier point in time to help the business recover from an unplanned event.
Storing the copy of the data on a separate medium is critical to protect against primary data loss or corruption. This additional medium can be as simple as an external drive or USB stick, or something more substantial, such as a disk storage system, cloud storage container, or tape drive. The alternate medium can be in the same location as the primary data or at a remote location. The possibility of weather-related events may justify having copies of data at remote locations.
For best results, backup copies are made on a consistent, regular basis to minimize the amount of data lost between backups. The more time passes between backup copies, the more potential for data loss when recovering from a backup. Retaining multiple copies of data provides the insurance and flexibility to restore to a point in time not affected by data corruption or malicious attacks.
Who Should Backup Files?
All individuals and organizations risk permanently losing important data if they don’t backup their files. For individuals, the loss of personal financial records, important documents, and irreplaceable photographs leads to a great deal of stress and disappointment.
Organizations that don’t backup their files — particularly their financial records — risk damaging their businesses, perhaps to the point of losing them.
Many companies rely on computers to run their entire operations: finance, human resources, payroll, sales, marketing, and more. In some cases, companies that can’t access their files due to accidental or malicious causes are unable to continue operating.
In the spring of 2017, the National Health Services (NHS) of the United Kingdom had their operations compromised by malware that made files inaccessible. Sony Pictures experienced a similar lockdown that negatively impacted their business in 2014.
What Are the Greatest Risks to Files?
The three most significant risks to computer files are:
- User or administrator negligence
- Computer malfunction or theft
- Computer hacking
Sometimes users — and even IT administrators — accidentally press the delete button on a file or directory. That sinking feeling you get when you realize your mistake can only be assuaged by recovering the files.
The best protection against this sort of error is a backup software that makes incremental copies of open files. Additionally, at the end of the workday, creating an automatic “mirror” of the computer’s storage provides additional insurance so that you can recover data quickly when necessary.
If you’ve ever had a computer die on you unexpectedly, you understand the frustration that goes along with it. Creating and storing frequent backups on physically remote devices provides the peace of mind you need when trusting machines with your valuable information. – This approach can also be a lifesaver if someone steals your computer or device, as you can replace the device and download the files from the external storage to the new device.
Cybercriminals have become increasingly bold when it comes to infecting computers with a type of malicious software called ransomware. Ransomware blocks end-users from accessing files and software applications on their computers. Hackers demand individuals or organizations pay a ransom to restore access to their files.
The previously mentioned NHS attack — as well as thousands of other attacks around the world — was a ransomware attack. The incident forced clinics to shut down and halted surgeries throughout the UK.
To make matters worse, in many instances, those who pay the ransom still don’t regain control of their machines. The hackers must provide users with encrypted keys to unlock the files, and they don’t always comply.
Some ransomware deletes all the data on a computer even after the ransom is paid. Computer backups stored in secondary locations ensure ransomware attacks do not disrupt the work of organizations and individuals for long.
Why is Data Backup and Recovery so Important?
Data loss can happen in many different ways. Just because you’ve been lucky enough to avoid a huge loss of information doesn’t mean that your luck will hold.
The most common causes are an accidental error, employee or competitor theft, or physical failure to computers. They also include disasters like floods, fires, or even a spilled cup of coffee.
Unfortunately, some business owners are still saving important data in one place and not paying attention to the 3-2-1 backup rule. Maybe they save it all on the hard drive of their desktop or laptop computer.
Here are the 6 reasons why you must have data recovery for your company.
1. Technology Fails
Throughout the last 15 years, we’ve seen massive changes in the technology that we use. Many businesses are now virtually paper-free. So, important documents are stored locally, on computers.
The problem? All equipment fails eventually. Desktops get infected with ransomware and viruses. Laptops inexplicably stop working. Power surges blow out hard drives.
If your business relies on data (which most businesses do these days), this is bad news. Telling a customer that their service will be interrupted or losing the information you need to make a key business decision is the last thing you need.
2. People Make Mistakes
While we may wish that our employees were perfect, they’re only human.
That means that they’ll make mistakes. A data backup and recovery solution is crucial. This will ensure that any mistakes can be corrected.
It’s easy to overlook an important step in a certain process. You can accidentally enter the wrong data or delete data. Sure, you need to have quality assurance programs and efficient processes in place. However, having an online backup plan is just as important.
Employees accidentally leave laptops on public transport. A cup of coffee can fry a hard drive in less than a minute. Disgruntled employees delete key data on their way out the door.
If any of the above happens, you need to have a data backup and recovery solution in place.
3. Mother Nature
Unfortunately, mother nature is unpredictable and can be devastating to your business. All over the world, mother nature has wreaked havoc on company technology systems.
These events include extreme heat, deep freezes, mass flooding, and natural disasters like earthquakes and tornados. And of course, electrical faults and fires can also happen at any time.
If you don’t have a data backup and recovery plan in place and you’re trying to resume operations after a natural disaster, you’re in big trouble.
When businesses have a backup solution in place, they don’t need to worry about damage to their operations or reputation. Instead, they can simply locate key information from their storage solution on the Cloud. Then, they can continue business as usual.
4. Competitive Advantage
When you have a data backup and recovery solution ready to go, you have an advantage over your competition.
Businesses around the world have suffered huge losses and reputation damage after losing data. TalkTalk lost £60m after a major hack in October 2015, after IT costs and the loss of 101,000 customers.
More than 156,000 had their personal details accessed by hackers, causing many customers to jump ship.
And who can forget Salesforce, which lost four hours of transactions and customer data in May 2016? Lloyds, Barclays, and Bank of America have also all had customer data losses and malicious data hacks as well.
These types of breaches reduce trust in the business itself. The customer relationship is impacted. So is the confidence of staff, investors, shareholders, and future customers.
When you can guarantee your customers that you have a solid data backup and recovery plan, you stand above businesses that can’t say the same.
5. Theft
Sadly, corporate theft is on the rise. Biscom found that 85% of employees have admitted to taking information and company documents they created.
30% admitted that they took company information and documents that they didn’t create.
If employees were fired or laid off, 20% said they would be more likely to take data due to the anger they’re experiencing. They also said they would be more likely to pass it off to a competitor.
Unfortunately, when these employees steal data, they’re often trying to hurt your business. That means that if you don’t have that data backed up, it may be deleted permanently from your system.
6. The Future is Here
Businesses that fail to embrace the future will be left behind. Storing data locally and risking losing important information is no way to run a company.
An online backup service allows you and your employees to access your data whenever you like, from wherever you are. This means that your team can work remotely, collaborate on the same document or task, and ensure the integrity of that information.
One of the biggest problems for businesses that have failed to upgrade their systems is corrupted or incomplete data. It’s not uncommon for multiple employees to have edited versions of the same document saved locally on their computers.
And of course, each believes that they have the most relevant or updated version.
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