TECH TALK
Your second step is to upgrade the software that comes with any of these drives to a more comprehensive version. I had purchased a higher-end USB 3.0 drive from one of the pricier vendors, but the basic software they provide is simply shameful. I upgraded the third-party software immediately to a comprehensive version that supports nearly-continuous backups (this runs in the background monitoring for any file changes), and, just as importantly, a seamless system recovery in case of a catastrophic event. Since this type of software supports some degree of archiving, I can backtrack several versions of key files (depending upon how I set up the feature to save disk space). I have not had to test either one yet, but you can bet that I check periodically to see if my data is being stored! Additionally, I use a cloud-based service from Carbonite
and pay a flat fee for archiving my data files. For a small annual fee, this provides me with a secondary backup mechanism that can be accessed easily while traveling. There are other good providers to consider, and each of these has its drawbacks and limitations, so research what is important to you when choosing one these services.
SYNCHRONIZATION Another mechanism worth mentioning is file synchronization, one of the newer trends. A number of services such as Syncplicity and Dropbox pioneered this approach, and this has been copied as of late by Microsoft SkyDrive, Google Drive and other such providers. I use three of these (keeping under the free limits) to synchronize certain directories on each my various computers with my main desktop PC. Each of these not only performs an automatic synchronization, but, you can access these files on a Web site while traveling (or when using a computer that is not part of the sync process). This is simply a great feature for anyone with multiple computers, or who travels and needs to send or acquire updated data. IT personnel might cringe when considering the
synchronization services due to the lack of control on having files moved out of a company, but each of the sync solution vendors provides a business-level solution to consider. I have used several of these services to work with project team members globally. Quite simply, we each download the application to our computer, set up which directories to have uploaded, which of these we’d like to share, and with whom. This way, our global team was able to sync up the latest version of presentations, reports and spreadsheets with each other constantly. Conflicts happen on occasion but this was rare since we kept in touch on who was working on which documents. Dropbox and Syncplicity are probably two of the easiest solutions to use for such functions, but there are many others to choose from.
WRAP UP There is no excuse to not have multiple solutions in place to back up and share files. The costs to administer them are low and there are many service providers from which to choose. To condense the recommended actions, here is our list of steps to consider: 1. Always have a local backup solution, either network- attached or simply an external hard drive (for each router or each computer if you do not have a network).
2. Always buy a larger drive (or set of drives) than you think is necessary, since it will be soon afterwards. The amount of data generated is going nowhere but up.
3. If you are not buying a corporate-level backup solution, upgrade the software that typically comes with most backup drives to a more comprehensive solution. This NEEDS to support continuous backups and a ‘system restore’ function. Such solutions typically support multiple file archives, so you can step back through a few versions of a file as well. These can be life savers or even career savers.
4. Always use a cloud or off-site data backup service as a secondary solution. For the typical price, these are quite effective. Make sure that you understand the limitations of the service you procure so that you are not surprised by a restriction when you need this most.
5. Consider using a file synchronization service, especially if you are an individual or a small business owner. Larger companies should look at the business-level versions of these so that this fits your corporate IT profile. These services are great for those who want to have files available across multiple computers, and for dispersed teams that need access to the same data. There is no need to constantly e-mail files or to manually manage such data. Let your software do it for you.
6. With large fleets of mobile devices containing proprietary or private information, don’t forget to layer in a data at rest solution to protect your interests, especially for those that contain databases of reference information. There are many places where it is wise to cut costs, but data backups are not one of them. Take this from someone who has learned the hard way.
John Pawlicki is CEO and principal of OPM Research. He also works with Information Tool Designers (ITD), where he consults to the DOT’s Volpe Center, handling various technology and cyber security projects for the FAA and DHS. He managed and deployed various products over the years, including
the launch of CertiPath (with world’s first commercial PKI bridge). John has also been part of industry efforts at the ATA/A4A, AIA and other industry groups, and was involved in the effort to define and allow the use of electronic FAA 8130-3 forms, as well as in defining digital identities with PKI. His recent publication, ‘Aerospace Marketplaces Report’ which analyzed third-party sites that support the trading of aircraft parts is available on
OPMResearch.com as a PDF download, or a printed book version is available on
Amazon.com.
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