How to prevent Data Loss?
Data Loss will at some stage affect most companies. This can be due to a number of factors such as human error by deleting files by accident or more seriously a hardware failure could mean total data loss. Below are our top tips on how to avoid data loss:
1. Backup Files on a regular basis
In order to prevent total data loss, you need to complete regular backups of all servers and critical data at least daily. In the event of a disaster, you will be able to restore the data from the previous backup. There are a number of different options for backing up data from traditional tape backups to Online Backup.
2. Store data offsite
It is extremely important that you keep a copy of your backup offsite by either physically taking the tape offsite each night or preforming Online Backup. The Online Backup option will automatically schedule a daily backup and back the data up offsite to a remote data centre.
3. Encrypt Data
Whether you are using traditional tape backup or Online Backup you must ensure that your data is encrypted before it is taken offsite. If you are using Online Backup this will be done automatically or if you are using tape’s you can purchase encryption software to secure the data on the tape. If you have a number of staff using laptops, then you should consider installing encryption software as they are particularly susceptible to theft.
4. Use Continuous Data Protection
By using Continuous Data Protection (CDP) on your backups it ensures that you are less prone to data loss due to an unforseen disaster. Continous Data Protection will work by peforming backups of Email or normal data files on a real time basis. So if you have a disaster, you can restore back to the point just before the data loss. Not all backup software has this functionality, so you need to check with your IT provider to ensure that you are capable of doing CDP backups. Savenet Online Backup software has Continuous Data Protection as a standard feature. It is an extremely useful tool to reduce the amount of data lost in the event of a disaster.
5. Check backups regularly by performing a test restore
Backups are useless if you can’t restore from them in the event of a disaster. Tape backups in particular are prone to problems when it comes to restoring data. Therefore, it is essential to carry out a test restore at least every 3 months. If you are using Online Backup, this can be quiet easy to do and your provider can help you with this process. Most Online Backup companies will also automatically send emails after every backup so you know if there were any problems with the previous backup. Savenet Solutions provide a fully managed service so our engineers check the backups on a daily basis to ensure that there are no problems. Our Enterprise Online Backup software will also perform Autonmic Healing every day to constantly scan the stored data and immediately notifies Savenet Support when it encounters a corrupted or otherwise problematic file. This ensures that client data is 100% protected and fully restorable in the event of a disaster.
6. Update Anti-virus software regularly
Most companies now have some brand of Anti-Virus software running on their machines now. However, alot of companies fail to update their Anti-virus on a regular basis, which leaves them at risk of a virus that can cause data loss.
7. Beware of Email Attachments
You should be very careful about opening unsolicited emails especially if they have any attachments. These can contain viruses.
8. Beware of User Error
The most common form of data loss can be due to human error. When you are editing files, ensure that you save the changes regularly.
9. Power Surge Protectors & UPS
Even a small power surge can destroy equipment. Therefore, it is critical that you have Power Surge protectors attached to all equipment. Also, an uninterupted power supply (UPS) is critical to protect your equipment from a sudden and unexpected power outage. This will give the equipment time to turn off safely or carry out any backups.
10. Avoid Hard Drive Failure
While it can be hard to avoid Hard Drive failure you can help to avoid it by installing monitoring software on critical servers. This monitoring software can detect impending problems and if used regularly can help prevent harddrive failure.
11. Avoid Excessive Heat
Computer equipment and in particular servers should be stored in a cool environment in order to avoid excessive heat which can seriously damage it. You should avoid a sudden rise or drop in temperature. It is recommended that if possible you have your servers stored in a special Comms room with temperature control.
12. Environment
Following on from the previous point, you should ensure that your servers are stored in a clean, dust free, secure and dry room. They must be kept out of the way so they cannot be jolted or damaged.
13. Maintenance
Finally, one of the most important ways to avoid data loss is to ensure that your equipment is maintained on a regular basis by cleaning hard disks, update anti-virus regularly, defragment your hard disk, remove temporary files or unused files and ensure that the hard drive is not running low on space. If you do not have the expertise in house, there are plenty of IT support companies that can provide this service for you.
These are just some tips on how to prevent data loss, but sometimes it can be impossible to avoid. Therefore, we recommend that all companies perform a regular offsite backup and for larger companies that can not have any downtime in the event of a disaster they should consider some sort of Disaster Recovery Solution.
