What is on-line back-up, what is involved and what are the risks and issues that need to be considered by the SOHO owner before entering into a contract with a provider? Michael from Business Continuity suggests you consider a few details before making the decision.
On-line back-up requires the user to send their data over the Internet to the vendor’s location where it is stored for a monthly fee ($20 - $50/month), usually based on the size of the storage needed. In most cases, the back-up is scheduled so that it is done automatically and the user does not have to start the process or monitor it.
This automated feature ensures that the back-up is taken on a regular schedule and also means that the backed up data is now off-site and secured.
Data Security
But how secure is your data? What precautions does the on-line back-up company have to protect your data and guarantee they have a copy? Is your data written to more than one computer/server? Is the second computer/server located in the same location or is it at a second site that is far enough away so that if anything happens to the primary site it will not affect the second site?
Does the provider use encryption (password system) to ensure that no one else can read your data should they gain access? Do you have the encryption keys or are they provided and known by the service provider? The agreement/contract should outline very severe consequences if your data is compromised and/or your data is made public.
Data Recovery
If you need to recover your data, how do you get it back?
Does the service provider maintain archive files of your data? Could you go back two (2) weeks to retrieve a specific day’s file (data) or do you only have access to the most recent version? Be sure to confirm timelines on how long it will take to get your data back and how your data will be returned to you.
If you are sending your data over a high speed Internet connection, say 10 Mbps, and you need to transfer 10 gigabits of data, it will take you 133 minutes to complete the transfer. Obviously the slower the transfer rate the longer the time it takes to compete the transfer. Online backup – A good Small Office/Home Office Backup Solution?
Just imagine that you have had a disaster, you are at a new location and you want to get your data back. What do you need to do?
Step 1 – phone the on-line back-up service. Write this number in your contact list right now. This number should be part of your emergency kit/continuity plan.
Step 2 – You will need to confirm that your computer has the correct software. Do you need to install this software? Ask if they provide this service remotely (by internet) or in-person.
Step 3 – If you are uncomfortable with technical projects then schedule your computer technician to perform the data transfer back to you. If there are any interruptions or snags in the process they can work directly with the back-up company to ratify the problem.
One option that has been discussed with some service providers is that they would put your data onto a hard drive unit and courier the unit to your new location where you would have it installed into your new computer. While this option sounds like it would overcome the time required transmitting your data over the Internet, it really is not a very good option to consider.
Here are some things to think about should you actually want to pursue this option:
a) The service provider does not have a storehouse of extra hard drives at their location. You will have to provide a hard drive for them to transfer your data. Internal hard drives will add some extra steps to the process.
b) If you need to buy a new computer after your disaster, then you will need to also purchase a hard drive that you would send to the service provider; have them hopefully transfer your data, if they have the correct cables and technology, have them send the drive back to you, hopefully it does not get damaged in transit, you install the drive and then hope that everything was transferred correctly and your computer is configured properly to allow you to start work.
This transfer is also something that, like the over the Internet transfer takes time to finish. Even though the hard drive is connected to the server, the transfer rate and verification will take time and the more data to be transferred, the longer it will take to complete.
With this scenario, you still have the transportation issues raised above and the possibility that the drive may be damaged in transit or the information may have somehow been corrupted and will not work on your new computer. If the new computer software is a different version that the old computer, there could be some time delays in getting access to your computer. Be sure to know what software you are currently using.
Now once you have the new drive, you have to install it on your computer. In most cases this is fairly straight forward and does not usually cause many problems or take too much time.
But there is always the possibility that something may go wrong which will further delay your recovery.
An extremely important detail is keeping track of your encryption key. In most cases, you lose this key you lose your data. Most service providers do not know your key, nor do they want to know your key, in order to maintain the integrity of the customer’s data that they are storing on their servers. Be sure this key is part of your emergency kit / continuity plan so that it is secure and can not get lost.
Online backup as Disaster Recovery
Many companies that provide on-line back-up services market their service as disaster recovery. While the recovery of data to a new computer is part of a technology recovery plan, it is not a complete disaster recovery plan.
Disaster recovery is one part of a Business Continuity Program (disaster recovery plan) that includes Technology Recovery, Business Recovery, Crisis Management and Facilities Restoration.
If a SOHO owner implements on-line back-up and believes that they will have everything under control to be able to continue the business operations after a disaster, then unfortunately, that company will soon be out of business following a disaster.
Having access to your data after a disaster puts you in a very small minority of companies that could recover their data. However if you do not know what technology you need, where you will get the technology, who will install it and configure it and ensure that the data being restored is correct, then you may not be able to survive the disaster.
Your business also needs to be able to survive until the technology has been recovered and the data restored. Do you know how to get in touch with your customers and vendors? Where will you work until you can get back into your building?
There are many aspects to putting a comprehensive Business Continuity Program in-place within any size company. Backing up your data is only one piece of your continuity plan / recovery plan – it is not your whole plan.
The answer
So, is “Online backup – A good Small Office/Home Office Backup solution?”
While there are drawbacks as discussed, there are also positive points that can be made about using an online backup service for your business data.
You must investigate the online backup provider to determine whether he can satisfy any security concerns and will be able to meet your recovery objectives should you need to restore or recover your data after an emergency or disaster.
If you feel comfortable with the service and confident in the service provider then online backup may be suitable for your business. If you feel that the drawbacks outweigh the benefits, then there are other backup methodologies that could be used. Again each of these methods has advantages and drawbacks,
In the end it is best to use whatever method you are most comfortable with as long as you are backing up your data regularly.
Business Continuity & Recovery Consulting
Business Continuity & Recovery Consulting is a consulting practice dedicated to providing businesses with comprehensive business continuity plans that meet their individual needs to prepare them for any unexpected interruption of their business.
Even though we have sub-contractors that we can work with to provide you the best plan, we do not have an exclusive contracts with service providers. We are independent of any vendor or service provider and will work on your behalf to ensure that the plans developed for your company will keep you operational after a disaster has occurred.
To review your current continuity/recovery plan or to create one, call Business Continuity & Recovery Consulting at 416-318-6222.
Michael Wilkovesky
Business Continuity & Recovery Consulting
3590 Kaneff Cres, Suite 604
Mississauga, Ontario
L5A 3X3
Disasters can happen at anytime … is your company prepared?
Disclaimer
The opinions expressed in this paper are those of Business Continuity & Recovery Consulting and are not meant to be an endorsement or recommendation of any products, services or companies identified in this paper.
Business Continuity & Recovery Consulting is an independent consulting company providing complete Business Continuity Planning services to all sizes of companies in any industry.
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