Backups

Top backup mistakes

Backing up the wrong data
Often the backup process was setup a long time ago, possibly by a 3rd party. New data areas have been added since, but the backup process hasn't been modified to take the new data into account.

Not testing restores
Everyone understands how to test a backup, but unless you have a procedure to do so, or are in the habit of checking backups, it probably won't get done. Note an automated verify is NOT a substitute for a manual restore test or disaster recovery practice.

Not keeping historical copies
The incorrect assumption is you will know if you need to restore a file within the backup time frame you're using. In reality it could be weeks or even months before you notice an important file has changed or gone missing.

Leaving tape media close to the server
If there is a fire you'll lose the server and the backups.

Backing up online-data incorrectly (e.g. Exchange or Active Directory)
Many server services require shutting down during the backup, backing up using a special Interface, or using technology such as volume shadow copies. Backing up online data simply by copying files may mean corruption and make recovery impossible.

Confusing RAID, DFS or file versioning with Backups
Data backups are not the same as RAID, DFS or file versioning (these technologies are designed to keep your network running in case of technical or human failure). Backups are designed as a final method of recovering data should the worst happen and RAID, DFS, etc., has failed.

Not delegating tape-changing to the most suitable member of staff
Its amazing how many business owners and Directors refuse to let anybody change backup tapes "because it is so important" - and then consistently forget to change tapes themselves. Once you've calculated the tape-change schedule, changing tapes is a simple, routine job that is best delegated.

Mistreating tape media
Hopefully you will never need to recover from a backup tape. But if the time comes and the future of your business depends on the quality of the magnetic image on the tape in your hand, you'll be a lot happier knowing the tape has never been dropped or left in a hot car. If you drop a tape, accidentally place it near a speaker or exceed temperature limits, replace the media.

Running incrementals or differentials against a nonexistent full copy
Best keep at least two copies of important backups, on different media from different manufacturers.

Spending a lot of money on network security, then leaving a full backup of your data lying around
Make sure backup media is considered in your overall security policy.

Tips for safe backups

The backups should be physically isolated from your online data. This protects against fire, flood or theft.
The backed-up data should be electronically isolated from your network. This protects against hacking attempts, faulty backup software and viruses. This is why we do not recommend automated electronic off-site backup as a primary backup solution – often the backed-up data is still accessible from the main network with little more than a password protecting it.
The backup schedule should allow data to be recovered from some-time-ago. This protects against accidental deletion or corruption due to a technical fault that may not be noticed for a period of time.
The backup system should be as simple as possible – backups are a last line of defence and should be easily understood and easily tested.
The backup system should not rely on a 3rd party. Which would you sooner have - your data on a tape you could take to any I.T. company for help, or your data locked at some I.S.P. that may or may not still be in business when you need a restore?
Use media from different manufacturers and backup important archive data twice, once to each brand. Like everything, it is possible to get a 'bad batch' of tapes, USB disks, CDs or DVDs that may fail sooner than expected.

Was this article helpful?

If so, please show your appreciation by clicking our sponsors below. Thank you.