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It is imperative
one should always have a good backup plan for their; PC Desktops,
Notebooks or Laptops, and all other correlating file servers.
The most successful archiving implementations are those that
are well-planned and take several important aspects into account.
The following sections provide recommendations for creating
a well-planned archiving strategy, as well as several pitfalls
to avoid that can create problematic archiving schemes.
can not only backup your file systems, but we also can backup
your entire system, so you can recover easily in the event of
We begin by assessing your needs for archiving. Answer the following
data do we need to archive?
do we need to archive this data?
long do we need to maintain the archived data?
we need SQL access to the archived data?
the archived data be stored in DB2® table archives or
in flat-file archives?
which circumstances and how often will we need to retrieve
archived data from either table archives or file archives?
we require archived data that is stored in table archives
to be moved to flat-file archives (in other words, do we
require a multi tiered archiving strategy)?
you have answered these questions, you can begin to use
DB2 Data Archive Expert to build your archives.
for designing a successful archiving strategy
The success of your archiving strategy depends on a number of
factors. The recommendations in this topic can help you address
Mistakes to avoid when designing an archiving strategy
Poorly designed and inefficient archiving schemes are the result
of some common pitfalls. Avoid the mistakes described in this
topic when you design your archiving strategy.
most people rely heavily on computers to help accomplish daily
tasks. Email, word processing, case management, time and billing,
document management – these are a few of the common tools used
to aid in the practice of law. These technologies help to create
client files, memos, contracts, and correspondence. Before pervasive
computer use, a individuals work product existed in print, housed
in file cabinets or physical repositories. Although sensitive
to loss or natural disaster, a shudder in the electrical grid
or the “blue screen of death" could not destroy years of
data in a millisecond. Electronic files are susceptible to a
multitude of dangers that are unknown in the print world. While
computers enable lawyers to improve their speed, efficiency,
and service, they also put the data in peril. Don’t wait for
disaster to strike. Review your firm’s backup and storage solution.
Make sure that best practices are being followed, and rest assured
there are many options to fit your time, budget, and technical
first question to ask is "How often does my business backup
data"? The answer should be at least daily. Would you care
to lose any content – a brief, an email that took an hour to
draft, a filing – on any given day? You may choose to do only
an incremental backup daily, capturing the new files that have
been created, rather than backing up the entire system. However,
due to updates and patches, you should have at least weekly
backups of the entire system, allowing a total restoration from
scratch. Servers must be backed up, but individual computers
also need to be protected. Many users do not save information
to a network server, instead saving information locally to their
hard drive. This information will not be saved in the server
backup files. Find out what backup strategy is employed, and
whether your individual PC/Mac/laptop or other computing device
is covered. If it is not, find out what you need to do to have
your data protected. Check to make sure that the firm has a
policy or procedure in place to save all the data.
methods and strategies will vary from large businesses using
a client/server model to smaller peer-to-peer networks to non-networked
environments. If you have IT staff, they are likely to be making
efforts to back up the network. If you do not have an IT staff,
but employ a consultant to help with the firm’s technology,
discuss backup strategies periodically. Firms with infrequent
external technology assistance need to make efforts to ensure
that their data is backed up.
of the environment, backups are useless unless restoration has
been tested. A sufficient backup model includes being able to
restore the files and systems. This ability should be tested
periodically to make sure that the backup media has not become
corrupt and is properly saving the data. Ideally, the restoration
method would be able to restore from the file level to the system
level. In addition to restoration, another vital component to
backup best practices is offsite storage of the backup media.
Tapes, discs, or external drives should be kept offsite, as
fire, theft and other disasters affecting your physical location
will wipe out your primary data centers as well as your backups.
Compatibility is another concern. Consider saving older data
to a format that is likely to stay viable for the long haul,
such as PDF (portable document format), and make sure restoration
is still possible after a major update or change in the operating
Media – Tapes come in many flavors, and are predominately used
to backup at the server level. They have tremendous storage
capacity, and employ magnetic tape, similar to a cassette tape.
Like a cassette tape, they will wear out. Swap out tapes so
that one is not over used, and retire them every couple of years.
Be aware of the fact that these tapes, and all storage media,
contains sensitive client information that will need to be safely
erased before disposal.
Backups can be made to CDs and DVD's. This is especially effective
on an individual computer for file level backups. Many laptops
and desktops come with a built-in CD burner and/or DVD burner.
Blank discs can be purchased almost anywhere, but be aware of
nuances such as CD-R (data can’t be overwritten) vs. CD-RW (reusable)
and what format your DVD burner requires. For the most effective
back up, choose a software package to make the process easier.
Peruse websites such as C|Net, PCMagazine, or PCWorld that will
provide product listings, comparisons, articles, and prices.
The software you purchase will guide you through the process
of determining whether to back up the full system or files,
how to create automatic, timed backups, and other useful features.
– Similar to CDs and DVDs, external hard drives, Zip drives,
and other USB enabled external drives have the capacity to store
file and system backups. External hard drives can store as much
as an internal hard drive. Buy external drives with as much
space as you can afford. Get an idea of what you are currently
using and realize that data grows exponentially over years.
Look for externals that come with backup software included.
- Companies with names like LiveVault, eVault, and AccessGenie,
are all vying for the web-based backup market share. For any
size firm it makes sense to take a look at what these and similar
companies have to offer. Online backup providers offer storage
and restoration from the system level to the file level via
the Internet. A high speed, always on Internet connection is
advisable, but laptops and notebooks can be synchronized with
the system after they have been offline. The pricing schemes
differ, but increased storage space drives price increases.
Online backup providers offer an automated, hands-free process
that supports the needed offsite storage and multiple restore
points. Since the information is online, users can get their
data anywhere there is an Internet connection. Online providers,
or application service providers, have significantly improved,
offering better encryption, replicated storage centers, and
a better understanding of lawyer’s concerns for the confidentiality
of their data.