10 Foot Rule

10 Foot Rule

Clients often ask me how they can protect their computer data in case of disaster. I respond with my "10 foot rule." This rule answers the question: "How do I recover from a disaster that destroys my computer and everything within 10 feet."? We have many options. The solution I recommend for small business is an online data backup service that automatically backs up data after business hours.

Data protection is important. Disasters take many forms. People accidentally delete or overwrite mission-critical files. Hardware fails. Fires and floods happen. People often don't think about disaster recovery until after a disaster strikes. After September 11, we all learned that even computers in skyscrapers aren't safe.

I will present some options here.

3.5" Disk

The oldest and simplest are 3.5" diskettes. They are cheap and easy, often selling in bulk for less than 50 cents each. They have a small capacity, which is usually insufficient for graphics, databases, music and video. They are however viable for small documents and spreadsheets. New computers do not come with 3.5" disk drives standard. Manufacturers charge extra for them.

Memory Sticks

These devices connect into one of your computer's USB ports and act as a completely separate drive letter. They are low maintenance and very handy. I've seen some that hold 1.0 GB of data for under $25. I've attended trade shows where vendors give out 1.0 GB memory sticks with their logo as a merketing gimmee. Prices seem to fall by the day. I advise buying one that comes with a necklace. I usually just throw mine over my neck when leaving the car.

Zip Disks

Back when I first wrote this article, ZIP disks were very popular. Now, I barely see them. Could it be that the Memory Stick has rendered the Zip Disk obsolete? Could it be the Zip Disk is no longer cost effective? Could it be that Zip Disks typically have a shelf life of two years? I would say all of the above.

Recordable Compact Discs

Larger capacities are available with recordable compact discs (sometimes referred to as burnable CDs). Recordable CDs sell for less than $1.50 each. They require a special kind of CD drive that writes to (burns) CDs and also an application that lets you select files and manage the writing process. The disks have a capacity of approximately 650MB, which makes them even more viable for graphics, databases, music and video.

Online Backup Services

The most secure and reliable of the options presented here are online backup services. These services let Internet users create accounts and backup data to their servers. These services offer varied pricing based on storage space needed. My vendor, Intronis, has business plans starting at $25/month for 5.0 GB of storage on their servers. Users select their files and also schedule automatic backups. If a disaster strikes, users can simply log in, search for the file(s) they want to restore, chose the version they want (usually the most recent) and initiate the restoration. All data is encrypted with the best encryption available (256 bit AES) as it travels the Internet. Intronis staff answers the phone and speaks English. See http://intronis.com.

Why I Prefer Online Backups

I have three reasons. One, these are automatic. People can schedule backups to occur after business hours. Two, data is offsite. Data is still available even if a disaster struck a user's office. Three, I receive notifications of Successful, Failed and Missed backups. While the other options make sense, people (including me) usually store disks and CDs near their computer. Disasters would wipe out the computer and its backups. Backing up data offsite seems to make the most sense.