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The importance of backing up your data

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It had to happen one day. I was driving home from a meeting when my phone beeped to tell me the team in the office wanted to talk. My Windows Mobile phone screens calls for me when I’m driving so I’m not tempted to talk on Bluetooth unnecessarily, get distracted and thus caught speeding or worse.
A few miles up the road I pulled over and called them back.

One of the team had pressed the wrong button at the wrong time and our database was no longer working quite as intended.

‘No trouble’ I said, that’s what we have backups for.

Log a call with support and it’ll be easy to fix.

It wasn’t as easy to recover the data as we expected

I wont bore you with the details but it wasn’t quite as easy to fix as I’d hoped and with hindsight the software house have said their actions and process to recover the data were far from perfect. However, despite it taking longer than we expected, we were able to recover the data and carry on business as usual.
Nevertheless without our backups we would have faced some serious challenges. We have over 1,000,000 client related documents on our server – we’ve been using document management services since 1998 so we’ve built up a lot of information over that time.

How do we backup our data?

They say data isn’t backed up properly unless it’s in three separate places. Therefore we backup overnight using two separate systems (plus the original copy in the office making three copies in total). The first is www.depositit.com which is a cloud based backup. It’s easy to use and not particularly expensive. However it’s limited by the bandwidth of our internet connection so in practice we cannot backup everything to depositit each night.
We therefore also run an old fashioned but robust, reliable backup to tape. The tape is collected by the specialist data security firm Iron Mountain every morning which means a complete copy of our server, emails, databases etc are stored away from our premises by around 9:30am.
It turned out last week we had to fall back on both backups. Initially we recovered a small file from the cloud which worked fine. We had it ready for use within minutes. The software people however decided we needed a lot more files and this was impractical over broadband so we ‘called’ the previous night’s tape back from Iron Mountain which arrived within 2 hours.
The software people then set about rebuilding the system and soon enough everything was running perfectly again.

Test your Disaster Recovery programme

There is nothing quite like testing your Disaster Recovery programme for real. It’s a bit of a nerve shredder to be honest and we could have done without the hassle but all is well that ends well as they say.
Our backups cost us money but, as we have just proved, are an invaluable asset that you hope you never need.
Our advice therefore is not only to back up your data but also to test whether the backups are actually working. We may have been posting a somewhat different blog if we were not so well prepared.