Most of us have experienced that sinking feeling when we suspect data has been lost. Whether you have just spent three hours on an Excel spread sheet only to accidentally quick 'revert to saved' or knocked the power lead with your foot or even experienced a power-cut whilst using a desktop, we all know the value of having your data backed up.
If you are using a computer in an office you are probably protected by some sort of backup system on your server that takes a couple of backups per day, but you do need to follow the golden rule of starting a file by saving it in s suitable location on your server before commencing work. Once a file is saved you can then rely on the file responding to undo and autosave features. The latest versions of Microsoft Office include incremental save functions that track changes in your file over a considerable time but you must save the file under a suitable server location and filename first!
A backup or the process of backing up simply refers to the process of making copies of essential data so that these duplicates may be copied back to the original location to restore the original should it somehow become lost or be destroyed.
Backups are useful in two ways, firstly to recover from a data loss event such as in the above example, but also to restore back to a certain time before an event took place to analyse or use historic data. If you used to have another way of doing things and decide to revert to that older method then you might want to recover the procedure notes etc.
The 'system' in IT terms refers to the files on a disk that make an operating system work. If you operating system is Mac OSX then the system files are those that make OSX load and display the visual environment you expect to see moments after powering up your Apple Mac. If you do not see the normal messages and pictures and instead simply receive an error message then you have a system failure of some kind. System failures tend to arise from hardware failure, hardware damage, virus infection or simple misuse. In these cases the system must be recovered and then your information must be restored. In most business cases restoring the operating system is a simple matter but recovering the data is only simple if you have a recent backup. If there is not recent backup then we may have to attempt to recover data from yoru system which is a lengthy and unreliable process.
A computer can crash comes in several guises. Firstly there is the simple 'application is not responding' message which is usually just a need to remain patient a little longer. If no response is gained after a minute or two then the usual solution is to follow the suggestion of your computer and close the unresponsive application; in this case having saved your file when you began work on it will save a lot of heartache
An application may also perform some sort of 'exception' which simply means that something has happened the software has no understanding of. In other words the programmer has not forseen this outcome and the application simply throws a wobbly and shuts down; once again having saved as you went is vital.
A more serious kind of computer crash is when everything freezes and you cannot seem to take any action. In this cases the usual telling sign is whether or not the mouse arrow will still move and if the numlock key still blinks the numlock light on and off. If it does not then the computer has suffered some kind of hardware meltodown and may require serious attention. If the mouse arrow still moved it probably just needs to be restarted with the reset button. You need to have saved blah blah...
The final type of crash is a catastrophic failure, often concluding with a Blue Screen of Death (BSOD) This message occurs when Windows detects a problem or error from which it cannot recover and the operating system halts with a blue or purople screen which is a sign that nthe system is about to restart. Even this type of failure is not the worst outcome, that is saved for the other type of catastrophic failure.
The final type is when the magic blue smoke escapes with a bang and everything goes off. This type of failure is unmistakably a hardware failure and the system will not boot again without replacing at least some of the components. In very rare cases the system can have an exploding battery put an end to it or the power supply can catch fire. Once this has happened the an external backup is a very important factor as fire or force can render a hard disk unrecoverable.
Very often costs can lead the way when it comes to backup, especially if a company has never experienced any type of serious data loss. In these cases a small USB disk attachyed to the back of a server or PC is often the solution. The major issue with this type of solution is that in th e case of theft or other type of break-in the backup is often stolen at the same time as the original and so the data loss is total. Modern Cloud solutions such as Office 365 and Xero can mitigate such problems by keeping the data permanently backed up around the world.
A more substantial but still very cost effective solution to data loss, fire and theft can be found in a solution like Network Attached Storage or NAS. This is simply a storage device, in other words a disk or disks, attached to the network so that your data can be copied across the network to somewhere that thieves or fire might not reach, such as a storage cupboard on another floor or room. This is a good solution because connectivity is till very fast so that you can recover a server or network quickly rather than awaiting data to be downloaded or delivered.
A second server that everything is backed up to is also a great solution. If you have a lot of users onsite then you will have important data such as user names and passwords that need to be retained in order to secure and restore your systems. This data can be synchronised with a second server and all the data can be copied across to that server also. If this second server is kept elsewhere and can be delivered quickly following a serious data loss then you can have your business back up and running in a very short time space indeed. This is a great alternative to paying cloud subscription for backup or for data storage.
The larger customer networks tend to revolve around all sorts of customised elements that are rely on all sorts of printers and servers allowing business processes to be streamlined. In the event of disaster such as fire then insurance is usually the most important question. For our larger customers we tend to keep data onsite here at our offices and keep workstations free so that in the event of a major disaster they can have their phone number diverted here and use their core data for a fewd days whilst new accommodations is sorted out. This is referred to a disaster recovery backup and is for reserved for companies that demand business continuity under any circumstances.
Full disaster recovery is a service that we rent out to our customers on a monthly basis and involves us maintaining a special network subdivided from our own, exclusively for their use in case of emergency. The network is then connected to a LAN in our offices which has PC workstations readied for their use. Once their staff arrive the relevant phone numbers are diverted to a service here which allows them to continue as if they are still in their own offices. This is a useful service for head offices of retail or wholesale that have satellite businesses that need to be coordinated in any event such as if each branch carried their own stock.
Our prices are calculated on capacity of data backed up and type of restore - contact us for multiple backup pricing.
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