The process of backup and disaster recovery is essential for all kinds of businesses. It is important that businesses keep an accurate, up-to-date copy of all of their data in case disaster strikes and they lose their original copies.

Backup copies may be stored on external hard drives, disks, in data centers or via cloud computing. Whilst making copies is essential, it is also important to have plans, policies and procedures in place to ensure a business is prepared for disaster and still able to function.

Unfortunately there are many common errors businesses make in relation to backup and disaster recovery. In this article we will talk you through some of the errors so you can make sure you do not make the same mistakes as others.

The risk of data loss

The most common mistake many business owners make is not realizing how important their data is to the everyday running of their company. Loss of data can be detrimental for businesses both in the short and long term which is why it is extremely important to have provisions in place.

Business owners need to think about how their business would carry on in the event a power cut, fire, earthquake, flood and any other disasters you can think of (no matter how low or high risk).
Remember this is data your employees will have worked on for months, if not years, along with your customer database, employee information and business data.

Data loss could also lead to commercial fines from government authorities where there is a requirement for information to be held for a number of years. This is particularly the case where records are lost about an individual for example in health and social services.

Keeping backup data on-site

You will be surprised at just how many businesses make the mistake of keeping backup copies of their data at the same place the original data is stored. If you do this, there is pretty much no point in having a backup copy at all, as if your original gets destroyed on-site, your backup copy more than likely will too. Businesses should make a number of backup copies of their data and store them in a few separate secure locations.

Not testing backup and recovery plans

It cannot be emphasized enough how important it is to test the backup copies of your data and to test out your disaster recovery plans. It will be no good to finding out that they do not work when you are in the middle of a disaster. Thorough testing should become an essential part of your recovery planning process.

Out of date backup copies

The final common mistake many businesses make when it comes to backup and recovery planning is forgetting to frequently update their backup copies. Updates should be made on a regular basis to ensure that you have backup copies of all your latest data. Part of the recovery planning process should involve scheduling regular backups. Many businesses choose to employ a dedicated employee to manage this. Business owners should also set policies on data retention to ensure employees know how important it is to store their data correctly and back it up sufficiently.

About the author: Tom Reynolds is an IT consultant at Cheeky Munkey, IT support London service company and client communication specialist. You would be surprised at just how many businesses make the simplest of mistakes when it comes to backing up data and planning recovery. Although many business owners will sit their thinking it is not worth their time as nothing will happen to them, you can never know when disaster will strike. Spend a few moments thinking about what it would be like to lose all of the things you have worked so hard for and you will realize just how important backup and data planning is to your business.

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Before you go about finding parts for your server, you will need to decide on its purpose. This will help you to determine how much power you are going to need to run it, what operating system you will need to use and how much RAM you require. Many people build their own servers using old computer boxes.

It is best to run your server from a separate computer to the one you use for everything else. If you do not have a spare computer you will need to assemble one using a basic computer box, motherboard and chip, hard drive and as much RAM as possible.

You will also need to be able to connect it to a reliable broadband connection. A keyboard, mouse and monitor are necessary during the set up process.

Operating systems

There are a number of different operating systems you can choose from, depending on your preference and familiarity. Windows home server is a possible choice, but you do have to pay for it. If you are looking for a free operating system, you can use Linux Ubuntu which can be used in conjunction with Samba for file sharing. Alternatively if you are familiar with UNIX you may want to consider using FreeBSD.

How to set up your server

In order to set up your own server at home you will first need to assemble your computer box and install your operating system. Once your operating system has loaded it is essential that you strip it of any unnecessary programmes that will simply be taking up valuable space. On Linux this may be programme packages like Open Office, Gimp and Thunderbird. You will also want to access your computer’s settings and disable its screen saver.

After you have removed any unwanted programme packages from your computer, you will need to run updates on the programmes that you still want to use. This will ensure you are using the upgraded versions of all programmes which will help your system to run more efficiently. One complete, you will need to set up your file sharing programme. The way you do this will depend on the programme you have chosen to use. A popular choice is Samba as it allows users to file share amongst all workstations regardless of their operating systems.

Once you have installed your file sharing programme you will need to add FTP capability to your server and set up shell access. You will need to choose an FTP app to download and install. Servers with FTP are particularly useful as they enable you to save and retrieve files from your computer, no matter where you are in the world. After it has installed you will need to set up an administrator account for yourself, ensuring that you grant rights to all necessary drives.

Finally you will need to connect your server to Putty, or another similar programme and type in the IP address of your new dedicated server. You can then unplug your keyboard, monitor and mouse, leaving your server connected to the internet for remote use.

Benefits of running your own server

Many people choose to run their own servers as it gives them more control over their data. If you use an online storage company to host your files, you are essentially giving a third party control over your data. Owning your own server also means that your files are all in one place, rather than spread over a number of servers. If you set up sufficient security you can protect your files and prevent anyone else from accessing your server. If however you want to share your server with family and friends, you can grant them access by giving them a dedicated URL, username and password.

Another benefit of building your own server is that you can use it for whatever you like. Common uses include email servers, proxies, web hosting and gaming, however the possibilities are endless! Owning a server can also reduce costs as you will not need to pay a hosting fee.

Author Bio: Tom Reynolds, works as a server backup specialist at Cheeky Munkey, the IT support firm based in London. He advises clients and individuals on building or renting their own server.

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