Errors of data backup and methods of their prevention

2020: Five recommendations of Toshiba about creation of backups

On March 30, 2020 the Toshiba Electronics Europe company made several useful recommendations and reminded of importance of creation of backup copies.

According to the company, the main recommendations consist in the following:

• "Clear-out" — before a large-scale backup surely it is worth being convinced that a system is cleaned from all "superfluous". It is possible to refer applications which the user does not use long ago, files with unnecessary or outdated information which did not open long ago, to this category the fragmented files, time files, history of the browser and cookie files. Their removal will help to make room on the drive and also considerably will simplify and will accelerate process of creation of backup copies.
• Strategic planning – during the work with backups is important to develop accurate strategy. First of all it is worth defining what backup copies of files and folders will be created, and with what frequency. Then it is necessary to select the suitable place for storage of these data, for example, the external drive or "cloud". At last, once software configures so that process of a backup was started further in the selected time automatically.
• Complete and partial backup — from time to time PC users should create backup copies of all system, but it does not mean that the backup always should be complete. Periodically such large-scale transactions are recommended to be supplemented with copying only of those data which changed or appeared on hard drives from the moment of the last backup.
• Use of the principle "3-2-1" – backup copies of data is recommended to be created, being guided by this simple principle. It means that all three copies of user data are created, at the same time two of them are stored locally on different carriers, for example, on external hard drives or flash drives, and the third — in other reliable place or in "cloud".
• Data recovery – sudden failure of a system can lead to data loss therefore in the last council it is worth talking about process of their recovery of a backup by means of special software. First of all it software should be universal and flexible. For example, it should support recovery not only all system entirely, but also separate files or folders and also copying of the recovered data on other carrier selected by the user.

For March, 2020 in the market there is a set of solutions for a backup of data and their subsequent recovery. When choosing such solution it is worth paying first of all attention to its quality and to whether the opportunities offered them under your requirements approach. For example, it is necessary to check whether it is compatible to the PC or the notebook and whether supports all necessary functions.

2019: Five main errors of data backup and methods of their prevention

Backups are crucial in any strategy of data protection, without them any plan of disaster recovery is also inconceivable. Unfortunately, the companies make a set of mistakes that leads to unsuccessful reservation of copies of data. The situation is aggravated with the fact that the reasons of failures are quite typical and constantly repeat. Five basic reasons which cause reservation/recovery process failure and also a number of actions which will help to prevent them^[1] are included below].

1. Failure of the carrier

Today the majority of scenarios of reservation provides storage of copies on a disk that is more reliable, than their preserving on tape drives. Nevertheless IT departments quite often face failure of drives. Moreover, it is one of basic reasons which does not allow to adjust fully storage of backups and to recover them after failure.

How to prevent failures of the drive

To be convinced of smooth operation of the drive, it is necessary to take three anticipatory steps:

• be engaged in service of tape drives. Many companies still use tape drives to the storage purposes. To store them in operating state, it is required to follow instructions of the supplier of rather proper handling, storage and regular replacement of tapes and also their cleanings according to the diagram of the producer. It is also necessary to monitor a guarantee of the producer and not to allow overloads of devices;
• do not revaluate reliability of a disk. The assumption that disks run smoothly — mistakenly. In spite of the fact that the frequency of failures at them in comparison with tape drives is much lower, all of them happen. The disk storage can be local, remote or cloud. Irrespective of its location, it is worth taking an interest what types of disks are used for storage whether they are RAID (excess arrays of storage) and whether the supplier has or in local storage location other functions of protection against failures, for example, reserve power capabilities with a possibility of hot swap;
• follow the rule "3-2-1". This rule for a backup means that it is worth having at least three copies of data, to store copies on two different carriers and to store one backup copy outside the platform. The creation reason more than two copies of data — the aspiration to avoid situations when the main and reserve copies are physically stored in one place.

2. Human error

Software, the hardware and systems should work in coordination, however in certain cases people can make mistakes. So, sometimes there are situations when administrators store tape drives in places unappropriated for this purpose (premises with the increased humidity, for example) that can entail failure in operation of the carrier or at all put it out of action. In addition employees bear responsibility for purpose of data which are subject to reservation — at this stage mistakes are very often made. Backups have the same value, as well as data which are stored in them. It means that at the wrong choice of a data set or workload, improper for its storage, their value will tend to zero. Creation of a reliable backup — result of the coordinated work of multilevel multiserver applications and also applications with dependences on other servers, systems and applications. Often there are situations when backups become from one server that can distort an overall picture of reserve storage.

How to prevent a human error:

• study the environment. The employee who is responsible for creation of copies of data should be down on whether all contains a specific backup necessary for successful recovery. Here the list of all necessary data sets, copies of applications, systems, services and dependences which will form in case of need a basis for its deployment means;
• apply own software to backup. Modern software for creation of backups has options for the intellectual choice of all necessary systems, services and data sets. For example, selecting the option "exchange", it is possible to expect that all data from the local Microsoft Exchange environment which were at a given time there will be included in the backup copy;
• make the data set for backup. Returning to the point "Study the Environment": it is important to be convinced that all parts of the selected working environment, even those which are not included in software for backup will be included in the backup copy. As an example the local client of Exchange can serve. In certain cases it is required to create backups of the Active Directory, the server of certificates, the third-party application of security which scans the entering and outgoing messages of e-mail, etc. In fact, the backup is beyond purely technical category, it can be data sets without a certain classification. It is also necessary to know what backup systems are responsible for their safety.

3. Software updating

Operating systems and corporate applications are intended for specific processes therefore not always smoothly work with backups, but nevertheless it is possible to be connected to data of the application (or to a certain data set) always, for example, through API. But sometimes failures of backup can be caused by incompatibility between software of backup and new versions of applications, updates of OS or applications, new security policies or other technology elements.

How to prevent problems with software

The corporate software of the enterprise can include hundreds of programs. Predict as their updating will affect a backup of data, impracticablly. The only moment which facilitates life a little — administrators of the enterprises can control time of updates of software and the related changes in work, thereby preventing program failures. Several advice which will help to adjust control:

• you monitor updatings of applications. The majority of updatings of applications do not affect backup processes, however it concerns not all software. Timely reaction will help to notice problems in time;
• monitoring of configurations of security. Modern backup systems are rather easy-to-customize: it is worth being connected to data or the application — and a system right there will begin to make the backup copy. However there are obstacles in a type or updates of parameters, or security policies that interferes it with connection to other systems and, therefore, does not allow to execute a backup successfully. Network administrators should remember changes of security policies if to ignore them backup copies can be false.

4. Cyber attacks

Backups are one of the major means for opposition to cyber attacks for a long time. Nevertheless, in recent years cybercriminals began to find methods as to find them and to destroy. It occurs due to application of racketeering software which learned to compare several types of backup files. The number of the ransomware-attacks grows every year. Besides, malefactors find methods to use a combination of the compromised credentials and API of a backup system for removal of backups from the system. As a result users are left without backup copies.

How to prevent cyber attacks:

• isolate credentials for access to backups. It is necessary to limit access for accounts by means of which it is possible to manage a backup system or to get access to local directories of sets of reservation. In them information on number of carriers and date of their creation, date of creation of each file is stored in the directory. The directory is created for each set of reservation and stored on the last carrier in set. To these data it is also necessary to limit access;
• apply cloud storages to storage of backups. The most widespread method which malefactors apply to search and removal of backup copies is simple search in file type. Storage of copies of backups (using the backup application, but not service of replication of files or virtual machines) allows to keep them in a cloud out of striking distances of hackers.

5. Failure of infrastructure

Some companies apply to creation and storage of backups separate programs, some — the whole infrastructures, but once both those, and others can glitch. For example, tape drives, disk arrays, backup servers, network can fail or to arise problems with access to libraries. As for the companies which store the copies of data in a cloud, for them existence of high-performance network connection with the low level of a delay is crucial.

How to prevent failure of infrastructure:

• apply intelligent systems of backup. Such systems are often applied in cases when the company experiences difficulties with connection. Their advantage is that they have potential to renew the interrupted tasks on creation of backups;
• use spare equipment. Usually backups are considered as "just files", however the situation sharply changes when in them there is a requirement. But not only backups, but also spare equipment when the basic fails are important. Spare equipment includes the backup server, network and local storage of backups. Consider all possible aspects which increase the probability of successful recovery.

2011: Dell EMC European Disaster Recovery Survey

Dell EMC published results of the research European Disaster Recovery Survey 2011 conducted by request of EMC. The research showed that 74% European the companies are not sure that they will be able to recover completely systems and data after accident and more than a half of the companies (54%) lost data or faced interruptions in work of IT within the last 12 months. Results of a research specify that the companies need to concentrate efforts on backup and disaster recovery to guarantee the continuity of business processes, as in case of natural disasters, and typical failures in work ^[2]

The report prepared by request of EMC by the independent research agency Vanson Bourne analyzes a status of backup and disaster recovery of data in the European companies and allows to estimate, how well the companies are protected from data loss and interruptions in work of IT. European Disaster Recovery Survey 2011: Data Today Gone Tomorrow: How Well Companies Are Poised For IT Recovery.

Outputs on the basis of a research:

The risk remains and failures happen because of problems of IT, but not natural disasters more often.

The research showed that the most serious problems are not connected with force majeure situations. Three typical reasons of data loss and interruptions of IT systems following:

• Fault of the equipment: 61%
• Failure in power supply: 42%
• Failures in work of the software: 35%

At the same time only 7% of cases data loss or failure of IT systems were caused by natural disasters, and 8% - malicious actions of personnel of the company. Irrespective of the reason of data loss or failure of IT systems, 44% of the companies after such incidents reviewed the backup procedures and data recovery. Moreover, 27% of the companies after accident increased the costs for technologies for backup and recovery.

'Results of this research indicate the need for new approach to strategy implementation of backup and data recovery in Europe, - Kelly Ferguson, the marketing director of solutions for backup and archiving of data, EMC in the region Europe, the Middle East, Africa said (EMEA Marketing, EMC Backup Recovery Systems Division). - In a present economic situation reasonable investments into the solutions guaranteeing the continuity of business processes in case of failures of IT systems are required. Having adopted our approach to creation of processes of backup and technology of new generation, the companies can improve result of data recovery after emergency situations which can be connected as with errors at accomplishment of routine procedures, and with major accidents'.

Economic effects: losses arrived because of interruptions in work of IT systems.

The research gave a quantitative loss estimate of business from idle times of IT systems. The main damage was caused:

• Falling of productivity of employees: 43%
• The missed profit: 28%
• Delay of new product development: 27%

Because of failure of systems on average the companies lost two working days that corresponds to loss of 28,391 man-hours in the company where about two thousand people work.

'Backup and recovery are one of pillars of business and crucial elements of information management, - Neil Fisher, the vice president of independent non-profit council for promotion of advanced methods of management and data protection (Information Assurance Advisory Council (IAAC)) noted. – The research conducted by request of EMC showed, how often the companies do not pay due attention to planning of data recovery after the different incidents, including also quite normal. In practice does not matter, an incident is caused by a typical error, a natural cataclysm or actions of the malefactor. The companies which prepare for incidents and make investments into reliable and fast data recovery, will achieve success in the market'.

On average in Europe 49% of the companies should have the plan of data recovery after accidents in accordance with the terms of insurance of business or requirements of the legislation. Applying the correct approach to backup and data recovery after accidents, the companies can cut down expenses on insurance. More than a quarter of the polled companies received from the insurer the offer to reduce contributions to insurance depending on the backup strategy applied by them and recovery of IT systems after accidents. Untangling a tape: 40% of the companies still rely on a tape, but most of them want to refuse it.

As show results of a research, on average the companies spend 10% of the IT budget for backup and data recovery. And 29% of the companies consider that these expenses are insufficient. 40% of the companies still use a backup tape and data recovery and annually on average spend €74,000 for transportation, storage, check and replacement of tape cassettes. In 10% of the companies where the tape is used for data recovery after accidents, employees store houses of a tape with backup copies.

80% of the companies using a tape would like to refuse it. In the list of basic reasons on which these companies want to apply other approach to backup were called:

• Low speed of data recovery from a tape - 39%
• Faster backup and recovery of 33% is required
• Low reliability of a tape of 26%

New approach to data backup helps the companies to be ready to typical failures in work of IT systems and to more major accidents. The research showed that usually the companies increase investments into creation of backup systems and data recovery after accidents which led to losses and losses of working time. The bigger awareness on typical problems and their economic effects will help the companies to review the backup strategy and data recovery for ensuring business needs in advance.

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