We ll be right back: Data back up and Disaster Recovery for smaller and expanding businesses

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1 We ll be right back: Data back up and Disaster Recovery for smaller and expanding businesses A Paralogic Networks Guide

2 Introduction We all accept the necessity of making copies of business data and acknowledge the role of a reliable back up in supporting Disaster Recovery (DR). It has been a number of years since the services for backing up data offsite over Internet connections first emerged. This approach revolutionised the way businesses could ensure that reliable offsite back ups of business-critical data were made. Online back up liberates IT managers, freeing them of the burden of tape back up systems which are unreliable, expensive, high maintenance and carry significant management overheads. For most though, the migration away from tape-based back up has been less about revolution and more about evolution; it has happened at natural evolutionary points in the development of IT systems when tape solutions either need to be updated or replaced. IT channel figures show that sales of tape based back up devices have been in decline since Tape still enjoys some success where companies believe that it offers the best value. Measured as price per gigabyte, others believe it is cost effective for long term data storage and archive. Some retain tape drives purely for the purpose of reading old back up and archive tapes. However, despite these legacies, we have to face the fact that tape media is going the same way as the floppy disk (if you can remember those!) With tape all but consigned to history, the offsite back up of data over the Internet is now a mature conversation which revolves around two critical points: How to understand what you get for your money Ensuring that you obtain a solution that is right for your business The mission critical nature of back up and DR means that companies need to have certainty and confidence in their approach. You need to be sure that there are no hidden surprises to jump out at you in a moment of crisis, threatening your ability to conduct business as usual. In this guide we examine some key issues and explain why the option of online data warehouses, vaults or cloud storage often delivers inappropriate levels of service and poor value when compared to back up and DR managed services from Paralogic. 1. Time required to back up and restore Many businesses use online data storage or back up services in the cloud. These may be simplicity itself to set up, typically logging onto the service provider s website, navigating to the data on your local machine or network that you want backed up and setting up a schedule. Simplicity masks a significant drawback here. The speed of data transfer across the Internet is a limiting factor. This not necessarily related to the speed of your connection to the Internet. There may be limits at the offsite data warehouse restricting the speed of transfer, or it may be located thousands of miles away. Ultimately the speed of back up and recovery is only as fast as the narrowest part of the Internet data pipe. To give an idea of the time-frame, take a smaller or expanding company Exchange server database of say 100GB. Using a T1 ADSL connection (rated at 8.0Mbps downstream) restoring would take around 28 hours and 38 minutes. However, this is a theoretical maximum. Contention ratios are typically 25-1 (24 other businesses may be sharing the 8.0 Mbps) and a certain proportion of the bandwidth is used by the transport protocols which govern the transmission of data. The actual time to restore the

3 database file may be double or triple the theoretical minimum and this is often unrealistic or unacceptable to the needs of business. Paralogic managed services offer high basic speeds of data back up and recovery as standard. You may need to restore services within a desired time, something called the Recovery Time Objective, or RTO. The Paralogic managed service is able to tailor the RTO to match. With appropriate ADSL lines to provide bandwidth and firewalls to support security we optimise the speed of back up and restore to meet your needs. 2. The volume of data that is backed up and restored Data volume directly influences the time it takes to perform an initial back up and also the time it takes to fully restore your data. Online warehouses often compress data to reduce the volume that is transferred or stored. However, the amount by which compression squashes data volume is variable. Word processing and spreadsheet documents compress significantly. However more complex files types such as video and database files such as Microsoft Exchange and SQL databases compress very poorly. Large amounts of data may take many days - weeks even - to back up initially to an online service in the cloud. The same is true if you need to restore the data over the Internet. Paralogic managed services are designed to deal with the data volumes of businesses including large incompressible file types such as Exchange or SQL databases. If the volume of data is sufficient, a local back up appliance is deployed on your site to ensure speedy back up and restore. This backs up data within the appliance, so all files, including large ones, are backed up and restored quickly if required. It also provides peace of mind by replicating the data out to an offsite location. 3. The difference between automated and monitored services Data warehouse services are usually fully automated. This is great because it means you can set it up and forget about it. However, if there s a problem, it may not be discovered until you need to restore data. Your back ups may not be as recent or as complete as you thought. With Paralogic managed services, clients are also able to forget about the back up and DR because we do it all for you. Back ups are monitored to ensure that problems don t impact the service. We proactively manage your back up service to ensure that it is functioning correctly. After all, when reliable back up is the keystone on which successful disaster recovery capability depends, would you want it any other way? 4. Do you know which country your data is stored in? Online back up services frequently store data in offshore locations. However, the laws that apply to data that is moved across borders are something of a grey area. Warehouse data centres may not necessarily be located in a country with low-labour costs, so it s not a question of it being moved to a country with a questionable reputation for security. Low cost is about economy of scale. Some large, US based corporations with massive data centre capacity have all their data warehousing cloud infrastructure in the US.

4 Information is subject to the country laws that govern the geographical location of where the data is stored. However, the company that owns the data is subject to the laws of the country in which it is based. A company may be breaching data protection laws by storing personal information offshore. Behind the warehouse façade, do you really know where your data is, what laws apply to it or who has access? Paralogic managed services use only data centres located in the UK. UK and EU laws apply and the Information Commissioner s Office (ICO) is the regulatory body for data backed up and replicated offsite by our managed service. The service replicates your data to two different geographically distant UK data centres. The service can also replicate the data to your secondary site if you have more than one place of business and the necessary infrastructure. With Paralogic, you know where your data is, the laws that apply to it and who has access. 5. What happens if you need to restore the operating system to a crashed server? Although you can select system folders and partitions for back up, it may actually be a waste of money to pay for the data warehouse to back these up. Server operating systems and applications need to be reinstalled from original disks where ever possible. This is the recommendation in the FAQs of many data warehousing services. Many IT managers make back ups of installation disks by creating ISO images of original disks. These may be backed up to the data warehouse. However, you still need to restore these files, create physical CD or DVD disks and reinstall the software from them if you are unable to access your original disks. In short, the data warehouse does not enable you to get a server back online quickly. If the crash is due to a hardware fault, such as a failed hard disk, then this problem needs to be identified and rectified first. Paralogic managed services for back up and DR provides the capability to get crashed servers or any computer back online as quickly as possible. We provide a Universal Restore service where we perform imaging which copies the OS, applications and configurations of your servers. Such images enable us to rapidly restore a crashed server for you. Paralogic repairs equipment quickly - something we call break-fix - which enables us to address server hardware faults fast. In a business with a single server, a crash is a major disaster, whereas in a multi-server environment it may only be a minor one. Whatever the problem, Paralogic has the capability to ensure the impact to your business is minimised. Managed back up and DR services from Paralogic For more information on managed back up and DR services please contact us for an initial discussion on

5 About Paralogic Network Solutions Established in 2002, Paralogic Network Solutions is headquartered in Buckinghamshire. Our combination of cloud-based services, Help Desk Support and field-based people provide nationwide coverage, letting us make sure our clients stay up and running, no matter where they are located. Over the last 30 years businesses have become increasingly dependent on technology, driving demand for service flexibility and excellence. This trend continues to shape our approach to service. We recognise the differing needs of smaller (less than 25 user), expanding ( user) and midsized (100+ user) businesses. Our service driven ethos enables us to provide services appropriate to each customer s need, enabling the full benefit of technology to be obtained. You could describe us as an honest broker; on one side we partner with our clients because their IT is our business; on the other we maintain partnerships with leading technology vendors, keeping them in touch with the needs of our clients. We focus on delivering cost-effective, sustainable, innovative solutions and qualified, proven IT services. Clients across the UK value our professional services and benefit from implementing our solutions. For more information on Paralogic Network Solutions get in touch: T: E: sales@paralogic.uk.net W:

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