Automatic Backup

Title : Automatic Backup
Audience : Small business principals and managers. Non technical staff with an interest in automatic backup.
User I.T. Knowledge 3/10
Source : Http://www.backupanytime.com/whitepaper.htm
Posted : March 07
Reviewed n/a
Updated n/a
Copyright : backupanytime original content.
Redistribution as is : No permission required (with credits)
Modification : With written permission from backupanytime.

There is nothing wrong with well managed manual backup if it is in addition to properly implemented automatic backup. The common mis perception regarding automatic backup is that it is simply an automated system which starts the backup at specified times. That in itself is a component but cannot cover all basis. Automatic backup has to be prepared for and allowed for.
The following are prerequisites for automatic backups to function correctly.

Media space :
The target media for the backup must have adequate space for the automated backup. While this may seem an obviousness it is a common reason for backups not to complete and systems to come grinding to a halt. If you do a full backup every time (not always an option given time availability and archive costs) you will need considerable media investment and may have to run with a short archive. If you run incremental backups with occasional full backups your media requirement will be reduced and your archive increased.

System availability :
The backup management system, all backup source systems and intended backup destination systems must be powered and available for the automatic backup to take place. It is common for several or all computers to be left on permanently to allow for this. The screens may be switched off.

Open file management :
Where possible, all intended backup files and associated applications should be closed when the backup is taking place. Some software such as SQL (structured query language) and Exchange (© Microsoft Corporation) require the backup management system to have open file management capabilities. Not all automatic backup software is capable of this so ask your intended backup provider. Also, not all systems are capable of utilizing it.

Time allowance :
The automated backups need to complete where possible before users and applications start accessing information. Managing this is a matter of balancing the exclusive file availability time with the power of the automatic backup system and connectivity speeds of the network and devices.

Power saving facility :
Some devices may have default or user imposed power saving facilities. It is important to ensure that these do not preclude source or destination areas from being available during the automated backup. A basic example of this is windows power management on most widows workstations. This allows the system, drives or screen to “sleep” if a specified period of inactivity takes place. This sleep function or hibernation may prevent the automatic backup from accessing certain files or from taking place at all.

Reporting :
Given that you do not expect to be restoring as the norm and it is not recommended that the automatically backed up system be interfered with outside of specific circumstances by a trained user, you will require automated reporting for your automated backup as standard. The reports need to be read and the reader needs to understand them.

Verification :
The report in itself could be incorrect or represent corrupt data. Occasional scheduled file verification is essential.
Your manual file verification schedule is the intended max “corrupt data” window and needs to be kept to a short period between checks.

Amendment :
If your organization and staff change as is the norm, your automatic backup source requirements should change also. You should be capable of and supported in amending the backup source list. Users need to know where they can and cant save data for this to be effective.

Management of other software :
Most modern systems run a multitude of standard and user specific software. It is very important that these applications be managed and are not allowed to take critical resource from the automatic backup system or interfere with essential file availability. Users need to know that they can not install or download software without a real need and authorization from the in house backup supervisor. An in house backup supervisor is the main person appointed to look after backup and discuss same with end users and outside support.

In summary
Automated backup is in itself an essential and simple requirement. The introduction should involve planning and consultation with all interested parties. Reporting should be standard and verification should be simple and frequent. If you manage the recipe of hardware, software, source and destination media, open file management, time allowance, system availability and power saving control from the outset, then ongoing report review and verification should be enough to ensure functionality and monitor for any amendments in the future.
While the above may not be enticing, it is far better off you go through the implementation of automated backup from the outset rather than depend on the availability, inclination and competence of any one individual on an ongoing basis to do what is effectively a procedural task best left to computers. Given a good automated backup system you will still need to appoint an in house backup supervisor to ensure functionality and liaise with users and outside support. Their time input should be limited by the level of automation provided and the size of the organization.

If you found this document on automatic backup helpful you may like to visit www.backupanytime.com/whitepaper.htm or our website proper at www.backupanytime.com

If you are a system administrator and would like technical details please register your interest on our contact page www.backupanytime.com/contact.htm requesting membership of our private white paper area for I.T. Professionals.

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