COMPUTER DATA BACKUP: PROCEDURES AND IMPORTANT STEPS

Creating a backup is an essential component of computer maintenance plan. Natural disasters, power outages, hardware failure or even a disgruntled employee can cause data loss that can result in unexpected expenses, lost time, and frustration. This brief article provides information on data backup and recovery and includes a checklist to assess the quality and security of a backup plan.

The first steps to establishing a data storage plan include the designation of a trusted employee to manage, maintain, and document the storage and recovery of backup files. This “data coordinator” should create a written plan that includes any photos, procedures, or other documentation that is both protected but easily accessible in the event of emergency.

Secondly, an organization must decide what data to backup and protect. There are two methods available: (a) to copy all files, essentially, to duplicate an entire hard drive or (b) backup only files that are necessary for the baseline function of the organization. The latter method requires more consistency and planning however, it is less expensive than a complete backup; however, a complete backup may provide faster recovery time. The amount of information, budget and storage capacity will often determine which method is best. Files that are often considered critical include:

• Address books
• Personnel (HR) records
• Financial records
• Papers, presentations or memos
• Archived e-mail
• PGP/Encryption keys
• Agendas/calendars
• Favorites/Bookmarks
• Lists of usernames, passwords, acct. numbers
• Specialized or custom network settings
• Shareware/Freeware programs

Choosing a file storage format is the next step to the data backup plan. Below are four popular formats recommended for archival purposes

* Price depends on speed of drive/disc, vendor, and supply.
** Shelf life are estimates and are a function of media type and storage process.
Sources: Disc Longevity, Shelf Life of Cassette Tapes?

The following task list provides additional information and suggestions for a concise, reliable plan for data storage and recovery.

1. Designated individual responsible for data backup, recovery and maintenance
2. Identified method for data backup (full or partial file storage)
3. Identified amount of file storage needed and selected media format/medium
4. Purchased additional media required for data storage
5. Created file storage area with optimum conditions
6. Written policies and procedures for data backup and recovery
7. Preformed scheduled and random checks of data verity

The shelf life of media depends on various factors such as quality of media, frequency of use, quality of storage surroundings including temperature, air quality, and direction of storage, and the quality of the recording device. It is recommended that any media be stored vertically on edge, rather than stacked horizontally. Further, any magnetic media should be removed from known magnetic fields such as computer monitors and speakers and stored in a cool (~65° F), dry place away from sunlight or other radiation.

Updated: 1 May, 2004