ARK Systems Newsletter May 2000

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IN THIS ISSUE: DATA PROTECTION
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Unfortunately, protecting our data is something we often think about when it’s too late. Like insurance, it’s something that needs to be considered, updated, and monitored on a regular basis, even though it’s hard to get excited about it. In this issue, I’ll share some lessons our clients and we have learned – often the hard way. Keep in mind, everyone has a different level of risk they are willing to accept with their data. You have to weigh the time and expense of archiving versus the amount of data you are willing to re-enter in case of disaster.

BACKUPS – Definitely your first line of defense against hard disk crashes, viruses, theft, disgruntled employees, and even input error. The biggest problem with backups though, is that they are slow and often unreliable. You need to come up with a backup rotation you can adhere to – whether it’s daily, weekly, or semi-monthly.

Always rotate backup tapes so you are not over-writing your most recent backup. Use a “yellow stickie” to mark the date of the backup on the media case so you can be sure you are loading the oldest backup next. As the business owner or manager, never assume the backups are being done. Frequently, have the person running the backup show you they are working properly and take a copy of the media home with you.

After every backup, be sure the error log is checked. It will tell you if the media was good and files were skipped. If some Windows files were skipped, that’s normal. But if your main data files are skipped because they were in use, you will need to change your backup procedures. I think the best way to test a backup is to restore or compare one or two files from the tape to the hard drive. Choose less critical files for this test. If youhave time to run Compares after your backup is run, this is good. If the backups take too long, just check the error log.

UNINTERRUPTIBLE POWER SUPPLIES – These little boxes can save your hide. The goal of your UPS should not be to keep running in the dark, but allow you to gracefully save your work and shut down the computers. No matter what, you need a UPS on your server – especially if you are using Windows NT. Your server should have shutdown software installed to automatically close down the server before the battery runs out. If you are in a building where power goes out more often than once or twice a year, UPS’s should also be considered on workstations that access critical files like accounting or spreadsheets. Remember that not all the plugs on the back of the UPS are for battery backup – some just have surge protection. After the UPS is installed and charged, be sure to test it by “pulling the plug”.

VIRUS PROTECTION – This is critical on any machine that is connected to the Internet and on your server. We prefer to use McAfee Virus Scan or Symantec Anti-Virus. If you find that some programs are not running correctly after installing the virus protector, you may need to try a different virus program. Be sure to update the virus databases often, since new viruses are introduced daily. Through May 31, Beyond.com is offering McAfee VirusScan 5.0 at $8.99 after a rebate. It’s usually $29.99. Check out: http://www.beyond.com/PKSN101916/rebate.htm#rebate

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