PCA's Hudson Valley computer technology support blog discusses how technology impacts businesses, business owners and their support staff. New articles are posted every Tuesday.

The Costs of Computer Data Recovery

27 April, 2009 13:59

One of the factors a business should consider when evaluating business continuity plans is the cost of data recovery.  The three biggest variables are the upfront cost, the amount of time the recovery will take, and the amount of data that will be recovered.  Business continuity plans can range from simply not having any plan to back up computer data, through the use of external drives, to backing up at a completely remote location.
  • If you have no backup system at all, you will need to try to recover what you can from the failed hard drive.  In general, the faster the turnaround time you're promised, the higher the price you'll be quoted.  Remember to factor in the amount of time the recovery will take into your calculations of the price.  For example, is three hundred dollars a reasonable price to pay if you won't have the data back for a month?  That may depend on how important it is for you to have access to that data. Data recovery isn't guaranteed, and the cost of the recovery won't tie directly into how much you can ultimately use from the failed hard drive.  Whether you attempt to recover the data from your crashed computer yourself or use an IT professional, the hours spent will be the greatest expense.  Until the recovery is completed, there's no way to tell which of your data will be usable.
  • Recovery from an onsite backup system can save a lot of time and money in the case of a crash, provided that the most recent successful backup isn't missing anything critical.  These systems require an upfront cost.  After a new computer was set up with all the necessary programs installed, the backup system should be able to restore all data from the last backup.  Assuming that the backup was run recently enough, the business may spend as little as one to three days without the crashed computer's data.  If the backup failed or someone forgot to run the program, you may have to try to recover the lost data from the failed drive.
  • Online backup systems like Remote Vault Pro Enterprise usually have a monthly fee that is tied to the amount of memory needed.  Recovery time can be as little as half an hour, from a backup that was made no more than fifteen minutes earlier.  If necessary, a virtual server with all your programs on it can be created until you get whatever new hardware you may need.  The cost is a planned expense, instead of being an expensive emergency.

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Do-It-Yourself Computer Backup Plans

21 April, 2009 07:41

There are several options available to a business owner that wishes to handle computer backups in-house.  These include backing up on a tape drive, CD, DVD, or removable backup device.  The important thing to remember about DIY backup systems is that having a written plan in place to make sure those back-ups are being created consistently and correctly is vital.

Remembering to Back Up Data
Keep in mind that if you or your staff is responsible, backing up doesn't happen by itself.  You'll need a written plan to keep each person clear on his or her responsibilities.  Answer these questions as you're developing that plan:

  • Who is in charge of backing up what?
    • Do you ask each employee to back up their work station?
    • Is someone in charge of backing up the server?
  • Is there a tracking system to confirm backups have been run, such as a written log sheet?
  • Who will confirm that the backups are error-free?
  • Is there an established protocol for removing the backups from the office?
What are you going to backup?
The server is the most important computer in your network. There are many places on your server where data is stored. Your data not only includes files, databases and emails, but also your software and settings files.  
  1. Do you know where all of your information is on your computer? If you only backup the "My Documents" folder, you will find that critical information is missing when you attempt to restore your data.
  2. Make sure you have all of your software install CDs, in a place you can retrieve them. You should also keep your software license codes in a safe place.

Verifying Data Integrity
How do you confirm that your backup system is doing its job?  Here's a typical nightly procedure for verifying that a tape backup drive is working correctly:

  1. Start the backup system (this can only be set up to happen automatically if you leave the tape in the drive, which means you're leaving your backup in your office).
  2. Go about your business while the drive does its job.
  3. Once backing up is completed, 45 minutes to several hours later, check to make sure that no errors occurred.
  4. Correct any errors to the backup.
It's not uncommon for a backup to fail without explanation - in those cases, the only option is to do it again and hope for the best.

Where do you keep your data?
Backup media shouldn't be kept in the same location as the computers being backed up - what if there's a fire, flood, or other disaster?  The backups are no help if they're destroyed.  Is someone taking your backup drive home each night?  Even that is fraught with problems, such as:
  • The backup isn't in the office when it's needed, resulting in lost productivity.
  • Your office manager forgets to take the tape home one night - is that the night that the water main breaks over the server room?
  • The backup gets lost or stolen when it's not in the office.

There is a better way.
Many of our clients have elected to place their in-house system with Remote Vault Pro, which eliminates the human factor in backing up data.  Remote Vault Pro:

  • Backs up new data every fifteen minutes
  • Secures the data in two locations, just to be sure it's there when you need it
  • Is checked for errors automatically - if something goes wrong, PCA will address the issue long before it becomes a problem.
  • Can restore your data files in minutes, an entire server in about an hour.

Whether you choose a do-it-yourself option or an online backup solution, always make sure you have a plan to guarantee that your data are secure and accessible when you need them.

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Business Recovery: Backups that Get Your Business Back Up

14 April, 2009 09:23

Business owners aren't concerned about backing up data on their computer - they care about getting back up and running after a hardware crash or major disaster.  Does your business have a continuity plan?  If not, what should that plan look like? Backing up business data is essential, but only one part of the continuity equation.

Recovering from a Computer Crash

How long does it take to find and recover data on a tape backup or CD?  Even if you have all of your files properly stored on a tape backup or CD, your new computer has to be reformatted and have all of your software re-installed. This can take a day or more.

Is the backup file error free? Unfortunately, most tape backups aren't complete, and not all backup software will let you know that your backup isn't completely finished. If you are using the same tape to back up your system each night, eventually recording and re-recording over the same media will cause it to fail.

Where is your backup file? Is your backup at your office in your desk? If there's a fire or other disaster that damages both computer and backup, then your data will be unrecoverable. Do you take it home with you every night? Transporting the media has its risks, but it could be disastrous should your backup be lost or stolen.

Are you familiar enough with your backup software to be able to restore data from it if you need to? At least two people at your company should be familiar enough with the backup system to pull either one file or a complete backup, without it being too much of a hassle.

Is there a better solution than tape or CD?

As technology continues to progress, offsite or remote backup solutions are now the recommended backup solution. Not only does the system make a copy of the individual files on your computer, but it also captures exactly how your individual computers or full network is set up, complete ready to go - including even your productivity software.

After the backup system (Remote Vault Pro Enterprise) has archived your system for the first time, it backs up new data as often as every 15 minutes. Every 24 hours, the archived files are securely transferred offsite to two different secure locations for archival purposes.

If you need a file recovered, even if you overwrote, deleted or lost it 15 minutes ago you can recover it easily. If your full computer crashes, the complete system can be mirrored and you can be up and running within an hour or less. Should you experience a complete disaster, your company can be up and running within a day at any location, including from your staffs individual homes.

Sounds expensive doesn't it? It doesn't have to be. PCA offers monthly Business Continuity Packages to make sure your business can afford a solid and secure backup and continuity plan. And your company always has an experienced technician who can help you recover the data you need, quickly and easily.

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PCA Support Blog

07 April, 2009 09:19

PCA provides corporate clients with fast, reliable worry-free computer services - ranging from general network support and maintenance, to high-level design, deployment and implementation. PCA's team of knowledgeable experts understands how integral computer networks are to our client’s success. We specialize in helping companies that depend heavily on their computer networks to successfully manage their business. We are focused on protecting and improving systems so that clients can focus on operations with confidence that their computers are working to their maximum potential. We offer comprehensive services to your in-house IT team so that your support staff can do their best work for you.

PCA does not create software, design websites or develop programs. Instead we make it easier for our clients to use the software and computer systems that they rely upon every day. Most companies have a few key unique programs that truly make their companies run. We help make sure that our clients’ computer systems are optimized for these critical business applications. Depending on the client's needs and preferences, we offer both on-site and remote support. We encourage staff to take advantage of what their network and systems can do by offering friendly, constructive advice to each employee, tailored to their level of computer knowledge. When employees are comfortable with software and confident in their network support, productivity increases as well.

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