DALLAS -- Oct. 19, 2004 -- When it comes to disaster recovery, U.S. small and mid-size businesses (SMBs) are doing a lot more than simply backing up data or systems, stated the Information Technology Solution Providers Alliance (ITSPA), a national, non-profit alliance that helps SMBs understand how technology and local technology providers can help them succeed.
"Smart SMB decision makers are developing comprehensive plans that detail how they can recover from the loss of their complete computing infrastructure," said ITSPA Chairman Andrew Levi, CEO of Aztec Systems in Carrollton, Texas.
"Unfortunately, however, some SMBs simply back up their systems with CDs and DVDs, thinking this will protect them from the loss of critical data," said Levi. "This attitude can spell disaster. CDs and DVDs generally are not reliable for backup because they can become corrupted over time. Plus, it can be difficult to locate specific information on each disc. These are better for archiving than for backup of critical information."
ITSPA's Technology Committee, made up of IT directors from the nation's most successful solution providers, suggested that SMBs ask the following questions when trying to get a handle on how extensive--and expensive--a disaster recovery strategy should be:
-- What impact would the loss of data have on your business? Would the effects be long or short-term?
-- How much revenue would you lose for each hour of downtime?
-- Can your data be replaced, or is it impossible to reconstruct?
-- What corporate information needs to be backed up? Create a hierarchy by listing critical data and arranging it in order of importance. Can any old or useless data be excluded?
-- How much data do you have? Where does it reside?
-- How often should data be backed up? Do some systems need hourly or daily backups, while others need only weekly or monthly backups?
"Like most technology purchases, backup methods should be evaluated in terms of need versus cost," said Levi. "For example, tapes are cheap and can hold a great deal of data. Plus, they are convenient. Simply box them up and send them to an off-site storage facility and your data is covered. Yet tapes can deteriorate rather quickly, putting data integrity at risk.
"Also prone to deterioration are zip disks, which hold lots of data yet cost a lot as well," Levi said. "Jukeboxes also are best used for archiving, rather than backing up, data. These devices hold multiple CDs or DVDs, yet can be easily searched for specific data. Again, deterioration can be an issue.
"More stable methods of storage tend to cost more," Levi added. "But for SMBs with large quantities of mission-critical data, these options are well worth the expense. Web-based storage can be economical for SMBs. Outsourced data centers provide perhaps the most secure data backup, although companies should frequently require proof that backups have been performed on schedule as agreed."
Making sure the doors stay open
ITSPA's Technology Committee members also urged SMBs to adopt strategies that ensure the business can stay operational, despite external conditions.
"At the least, mission-critical activities still need to be performed. For example, key personnel should have laptops available so that online backup data and Web-based e-mail can be accessed, even if the power supply is interrupted," said Levi. "In addition, a portable hard drive can be used to periodically back up a few local computers, and then stored off-site. If the office becomes off-limits or non-operational, the hard drive can be attached to a small network to get some employees up-and-running.
"Businesses that rely on their office locations should ensure they have access to an uninterruptible power supply. Critical questions include how long auxiliary generators can run and whether enough fuel is stored for them on-site."
Keeping the plan fresh
No matter what disaster recovery plan an SMB chooses, it must become an everyday part of the company's life. The plan should be tested at least twice a year, without warning. Plus, critical restore procedures should be tested in real time. Even more important, the company's staff should be trained to perform an IT recovery, even when the company's disaster recovery czar is not available.
Many small businesses rely on an outside hosting or data storage provider. If so, they should check up on their vendor with surprise visits, said Mitch Gervis, president and chief executive officer for Web hosting company NeoSpire. "If your hosting company says they are open 24x7, test that, go knock on the door in the middle of the night and see if anyone is there."
Data should not just be backed up regularly. Copies should be available on demand, and companies should test their providers to be sure these backups are actually happening. Above all else, SMBs need to do something, now. It's hard to set aside time and money for a "what-if" situation. But if disaster strikes, these systems will be critical to the life of the business.
About ITSPA
ITSPA, the Information Technology Solution Providers Alliance, is a non-profit (501.c.6) organization dedicated to helping small and medium companies adopt technology and grow by using local solution providers to solve business problems. SMB customers, solution providers, along with manufacturers, publishers and networking companies who use the solution provider channel, are expected to benefit from the demand for technology generated from its programs. ITSPA began operations with a funding grant from Hewlett Packard. Additional sponsors can be found at our website. ITSPA's national headquarters are located at Renaissance Tower, 1201 Elm Street, Suite 4242, Dallas, Texas 75270. The general business phone number is 214-965-8310. Visit our web site at www.itspa.net.
