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Offsite�Storage�
2BrightSparks�Pte�Ltd���2004�2007�
Offsite�Storage�
Author:�Debbie�Grignani,�2BrightSparks�Pte�Ltd.�
Website:�
www.2brightsparks.com�
Backing�up�your�data�is�a�vital�task�for�every�business.�If�your�organization�hasnt�done�so�
already,�draw�up�a�data�recovery�plan�without�delay,�otherwise�your�data�is�vulnerable,�and�your�
business,�in�jeopardy.�If�your�data�suffers�a�serious�virus�attack�or�other�unexpected�and�
unfortunate�event,�you�may�risk�losing�your�important�data�forever.�This�scenario�is�easily�
rectified�when�you�have�a�proper�backup�strategy�in�place.�Be�mindful,�however,�that�there�are�
occasions�when�the�solution�of�simply�restoring�from�the�backup�is�not�an�option.�
Picture�this:�The�air�conditioners�in�your�office�malfunction�over�the�weekend�and�your�business�
servers�overheat.�Eventually,�a�fire�starts�and�your�computers,�drives,�and�tape�backup�that�
were�stored�in�the�same�location�are�unsalvageable�due�to�the�extreme�heat,�even�by�
professional�recovery�services.�Irreplaceable�data�is�lost�and�there�is�nothing�that�can�be�done�
to�retrieve�it.�An�event�such�as�this�is�completely�unforeseen,�but�its�consequence���data�loss,�is�
very�much�preventable.�The�solution�is�offsite�data�storage.�
There�are�three�principle�ways�in�which�you�can�store�your�data�offsite:�backing�up�to�external�
media�and�storing�that�media�in�a�different�location;�backing�up�to�an�offsite�server;�or�using�
professional�electronic�vaulting�services.�
Offsite�Backup�to�External�Media�
Backing�up�your�data�files�using�backup�software�onto�external�media�(for�example�tapes),�then�
storing�that�media�offsite,�is�safer�than�storing�backups�onsite,�but�it�has�some�significant�
disadvantages.�Its�inconvenient�and�there�will�be�a�time�lag�between�backing�up�the�data,�and�
transporting�the�media�to�its�offsite�location.�This�delay�creates�a�window�of�opportunity�for�
potential�data�loss. 2BrightSparks�Pte�Ltd���2004�2007�
Even�if�you�have�managed�to�find�an�efficient�way�of�delivering�your�backups�offsite�and�this�
method�is�appropriate�to�your�computer�usage,�data�recovery�time�would�be�negatively�affected�
and�inevitably�labor�intensive.�Staff�would�need�to�travel�to�the�offsite�storage�location�and�
physically�retrieve�the�required�media�before�transporting�that�back�to�the�main�site.�If�tape�
backup�is�used�the�process�would�take�some�additional�time�for�the�data�transfer�and�
restoration�of�files�to�take�place,�which�would�result�in�more�expense�to�the�business�and�the�
potential�of�revenue�loss�increases�in�line�with�how�long�the�recovery�process�takes.�
Offsite�Server�Backup�
The�second�method�of�storing�your�backups�offsite,�which�is�far�more�efficient,�is�to�backup�your�
data�files�to�a�server�that�is�kept�in�a�different�location.�In�cases�of�data�loss,�restoration�time�
can�be�kept�to�a�minimum�and�is�less�labor�intensive�compared�to�the�first�option.�This�method�
does,�however,�have�related�security�issues.�Any�data�transmitted�may�need�to�be�encrypted�
before�the�backup�process,�depending�on�the�sensitivity�of�the�information.�
Offsite�Electronic�Vaulting�
The�most�convenient�method�of�backing�up�your�data�files�directly�to�an�offsite�storage�facility�
may�be�via�electronic�vaulting.�This�requires�hiring�the�services�of�a�professional�company�to�
handle�the�tedious�task�of�tape�changing�and�eliminating�the�need�to�transport�tapes�to�an�
offsite�storage�facility.�This�method�can�also�ensure�greater�security�as�the�electronic�vaulting�
company�will�provide�a�secure�local�facility.�Of�course,�convenience�and�security�come�with�a�
price.�Electronic�vaulting�services�cost�around�$30,000�per�month�at�2007�prices,�which�can�be�
a�hefty�price�for�small�and�medium�sized�businesses.�Balanced�against�this�is�the�potential�loss�
of�revenue�due�to�data�loss�which�may�cost�a�business�tens�of�thousands�of�dollars,�or�worse,�
compromise�the�running�of�the�business�so�badly�as�to�cause�its�demise.�
As�always,�it�is�important�to�choose�an�option�that�suits�your�business�and�financial�situation,�
but�it�is�imperative�that�your�business�has�an�effective�and�efficient�data�recovery�plan�that�
covers�all�possible�situations.�Offsite�storage�should�be�part�of�that�recovery�plan.�
2BrightSparks�Pte�Ltd.�
www.2brightsparks.com�
Power�with�Ease���Indispensable�Utility�Software