tech comm presentation 2014 01-16

Backup Solutions

January 16, 2014

The purpose of this meeting is to inform and introduce

technology to Chamber members, not necessarily to give a complete education on the topics discussed.

Some of the technologies discussed are quite often available through Chamber member companies, including several of the volunteers in the subcommittee. Other topics are presented as classes by the Chambers.

If you would like to discuss any of these topics more in-depth, please contact one of the subcommittee members after the meeting and we’ll get you in touch with the best contact for your interest.

Mission

Sub-Committee

Chamber Member Companies working together to bring you the information on the technological topics that interest you and can benefit your business!

Co-Chairman

Ken Tucker, Changescape Web

Mark Peimann, EPC Computers

Andy Kastrup, ProTronics Technologies, Inc.

Art & Candy Zemon, Hen’s Teeth Network

Beth Richter, ProTronics Technologies, Inc.

Don & David Weir, Managed Computer Services

Paul Barthel, Minuteman Press

Randy Downs, Independent Consultant

Facebook Events Check-in facebook.com/STCCTechComm

Backups

Get something in place ASAP

Don't get paralyzed because you can't do everything

Almost anything you do will be better than doing

nothing

Reasons to Backup Data… EXAMPLES:

Your office just burned down. Everything inside was

destroyed!

Your car, with your laptop, was just stolen!

You deleted which file?!?!?!

You visited HooBoy.xxx and now QuickBooks won't

open!

US Customs & Border Protection confiscated your

laptop and your thumb drive. You'll get them back

someday... maybe.

Considerations Identify the problem

Recovery time

Backup schedule

Retention time

2 Distinct Problems Entire computer will not boot or has been destroyed

A “few” files were damaged or deleted

How Quick? When disaster hits, can you wait a few

Minutes?

Hours?

Days?

Faster recovery == More money

Backup Schedule How much can you afford to lose?

Absolutely nothing?

A minute?

An hour?

A business day?

A whole week of work?

Time of day

Not necessarily in the middle of the night

More frequent == More complex

Keep backups for how long? Backup retention

How long to keep the backups

How many copies

How long will it take you to discover the problem?

Weekends + holidays = delays

Embarrassed employees = delays

Consider the Material Different solutions for different stuff

Data files

Large files: photos, videos, audio

Purchased programs

Operating system

Some material might not be on your computer

Receipts

Installation media

Certificates of authenticity / Product Key Codes /

Activation Codes

Backups are a Process Backup software/hardware is just the first step

1)Plan your backups

2)Execute the plan

3)Test now. Don't wait for a disaster!

Backups Get something in place ASAP

Don't get paralyzed because you can't do everything

Almost anything you do will be better than doing

nothing

Ask us for help

Backup Types Full System Backup (OS, Applications & Data)

Full Data Backup

Incremental vs Differential This is actually a trade-off.

Differential backup offers a full system backup at regular intervals, so naturally it takes longer

and requires more capacity.

Differential Example: (Weekly) Do a full backup every Sunday. Then on Monday, only files that

have changed since the full backup on Sunday. On Tuesday, only files that have changed

since the full backup on Sunday (Essentially, the Tuesday differential replaces the Monday

differential)

Incremental backup only backs up files that have changed since the last backup (full or

incremental), so it's quicker but has a longer recovery time since it has to restore data from

multiple incrementals

Incremental Example: (Weekly) Do a full backup on Sunday and incrementals during the

week. On Monday only data that has changed since Sunday and then on Tuesday, only data

that has changed since Monday, etc. So if something happens on Saturday, you would need to

use 6 backups to restore data.

Off Site Vs. Local Backups

Serve different purposes

Some overlap between them

Recovery may be slower with off site backup

Local backup IS NOT disaster recovery

Local backup is ideal for quick recovery of

deleted files and normally uses an external

drive

Backup Versioning

Versioning allows you to keep different versions

of the same file – You have edited the files

several times and don't want the next backup to

over write them.

Hard Drive Cloning

(Imaging) Cloning – or imaging – a hard drive creates an

exact replica of a hard drive.

Good for hard drives where data doesn't change

Servers and workstations with operating system

on one drive and data on others

Example for Windows:

Macrium Reflect Free: http://www.macrium.com/reflectfree.aspx

Example for Mac:

Carbon Copy Cloner: http://www.bombich.com/

Backup Software

Windows Backup (Included with Windows)

Full Backups

Versioning

No Differential Backup

Allows you to backup to a drive but does not

allow you to pick a folder on that drive

Cobian Backup

Full & Differential Backups

Versioning

http://www.cobiansoft.com/cobianbackup.htm

Backup Software

For Windows

AEOMI Backup

Full Backups

Differential Backup

Versioning

Will also do cloning

http://www.aomeitech.com/

Backup Software

For Mac

Time Machine

Comes with MacOS

Full & Differential Backups

Versioning

Smart Backup

Full & Differential Backups

Versioning

More Features than Time Machine

Not Free - $14.99

http://freeridecoding.com/smartbackup/

Backup Software

For Linux

Bacula

http://www.bacula.org/en/

fwbackups

http://www.diffingo.com/oss/fwbackups

Other Considerations…

Turn off synchronized backup

Disconnect external backup when not in use

If you were to get hit with the Cryptolocker virus you

will have a backup full of encrypted files.

That would be a very bad thing – for you anyway

You know who you are & you have been WARNED!

Hardware and Software issues that can cause Data to be lost:

• Any piece of hardware can fail

• Mother Boards, Daughter Boards can fail or from

component level failure, sometimes there is no

known reason why the MB failed so at EPC we call

it “MES” or “Mysterious Electronic Stuff”.

• Hard Drives can fail as well as the circuit board,

power management or data chips on HD’s can fail.

• External hard drives can fail

• USB Flash Drives.

• USB and SSD (Solid State Drives) are made up from

Memory Chips.

• Anything that is man made and holds data can fail.

Hardware Failures

Software can cause physical damage, this is rare

but can happen. CD or DVD can also fail this

way, the drive will sound like a maracas.

Solid

State

Drive

USB

Flash

Drive

Platter

Hard

Drive

Hardware Failures

1. Some times the data can be copied from a failed or

failing HD and other times it cannot, it depends on how

many attempts the drive has been subjected to.

2. If you are experiencing an issue with your system each

successive boot lessens the chance of getting data or

increases the chance the drive will have a total failure.

3. We have used some tricks to getting data from drives but

they are only a 50/50 shot or worse odds.

Failing or Failed HDDs

There are some things that can be done to recover data that require a

clean room and specific tools to get the data. EPC has partnered with

DriveSavers.com

EPC can do a few things with HD that have lost their FAT (File Allocation

Table) or NTFS (NT File System) but if the drive has failed in some way the

data recovery process is going to get very expensive.

DriveSavers has recovered data that the HD manufactures had thought

would be impossible. Just be seated when they talk about cost.

DriveSavers.com 1-800-440-1904

Use code EPC D19290 for 10% off.

FAT: File Allocation Table

or

NTFS: New Technology File System

After Failure

If you lost your data to a catastrophic event what would you do?

If you start paying for data backup now your cost will be minimal to the

cost of paying the price for recovery - it could make it so your business

could not recover.

Taking your data backup off site, using 2x backup devices or more to

rotate the saves off site or into a fire proof safe.

Check how long a backup will take to make sure you leave enough time

to back your data. The first back up will take the longest and then by

doing an incremental (only backing up the files with changes) takes a

lot less time.

Things to think about…

External Hard Drive backup:

1. Western Digital has software called WD Smart Ware

1. Allows for flexible backup schedule

2. Pro version can assist in Cloud Backup

2. Seagate has software called Dash Board Support

1. Connects to social media and backs up that media too.

2. Pro version can assist in Cloud Backup

3. There are other brands of external HD and other backup software

but most use either Western Digital or Seagate HD’s

External HDDs and

Backup Software

Disaster Recovery Center

A data center housing a real-time backup server

located in local proximity

Provides immediate physical access to all

backup data for purposes of restoration and

immediate business continuity

Scenarios range from simple file restoration to

alternate business office location

In the event of disaster, employees have option

of immediately continuing work at the recovery

center

Minimizing Risk

Common Causes & how to minimize risk for each:

Human Error

Proper File Security

Software (Corruption)

Reputable, up-to-date OS/drivers & applications

Hardware Failure

Quality Hardware

Temperature - kept in room temp or cooler environment

Redundancy

Less Mechanical Parts

Backup Solutions:

1) Secondary Drive in your machine (mirroring)

2) Tape Drive (old magnetic media technology - phased out) Consider the technology – if the unit is destroyed, could you get a replacement to read the backup medium?

3) CD/DVD (smaller capacities – maybe ok for archiving)

4) USB Flash Drive (smaller capacities)

5) External USB Hard Drive (Constant Connect)

6) External USB Hard Drive (Rotational Off-site or FireSafe)

7) Another PC

8) Cloud Storage

9) Disaster Recovery Center

Speed of Recovery (from fastest to slowest):

1) Connected internally in machine (SATA, etc)

2) Connected externally to machine (USB)

3) Connected to Internal Network (another PC on the network – 100 Mbps)

4) Connected to Internet (only as fast as your download speed ~ 1.5 - 50 Mbps)

- Likewise, backing up relies on your Upload Speed (~512 kbps - 10Mpbs)

Options/Considerations

Solution Pros Cons

Secondary Drive (mirroring) Quick recovery Only protects against hard

drive failure

Tape Drive* Cheap media Old technology (phased out) *If machine is destroyed can you find a

replacement to read the media?

CD/DVD* Cheap media

OK for Archiving?

Limited Capacity

USB Flash Reliability Limited Capacities/Cost *Smaller capacities are cheap, but larger

capacities are more expensive

External USB Hard Drive

(Constant Connect)

Capacity Still Moving Parts (unless SSDs are used)

External USB Hard Drive

(Rotational Offsite)

Capacity

Restoration History

Disaster Safe

Remember to rotate media

Still Moving Parts (unless SSDs are used)

Another Machine Business Continuity Onsite - subject to similar issues

Cloud Offsite Slow backup & recovery

Disaster Recovery Center Fast recovery time $$$

Backups & Disaster

Recovery Solutions Situation Solution

Complete

Destruction

Fire,

Natural Disaster

Offsite Backup:

Rotational Offsite

Cloud

Disaster Recovery Center

Theft/Loss Any solution, provided it was not in the same place &

could have also been stolen/lost

File deletion Any Solution, but the key here is time taken to discover

the deletion

Virus Activity Any Solution, provided it was not also connected to the

machine at the time of infection (Ex: Cryptolocker)

TechTip Belarc Advisor is a piece of software that can look up your various software

installation keys, it is a free download for individuals. http://belarc.com/

January 16, 2014

Presented by:

Backup Solutions

Please fill out your survey & drop it in the box before you leave

Art & Candy

Zemon

Mark Peimann Ken Tucker Andy Kastrup

Beth Richter

Paul Barthel Randy Downs Independent

Consultant

Don & David Weir