For our small business clients in the 2-10 PC range, we can implement a backup strategy that addresses System, Physical and Disaster backup.
The process uses an internal HD and two external USB HDs on a central PC (usually the customer's file server). Acronis is used to do the backups on each PC.
Following is a generic proposal that we customize when working with a potential client. It describes the process in more detail. (Tried to attached the MS Word version, but it exceeded the 19.5K limit.)
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The word “backup” usually means different things to different people, so what type of backup are we talking about? A comprehensive backup strategy addresses the four different types of backup:
1. “Data” Backup
This is typically a copy of a file or folder in case the original is deleted or changed. This is often done by a) manually making a copy before working on a file, or b) provided by the program itself (e.g. QuickBooks offering to “take a backup”).
2. “System” Backup
This is a backup of the entire PC so that if a problem arises with the PC itself (e.g. virus, spyware, corrupted Windows), the entire system can be restored to a previous point in time. Some people feel that having “data” backups is good enough, but if a major problem arises, it is MUCH easier, quicker and less expensive to simply restore the PC from a system backup than to completely reinstall Windows, Outlook, all applications, re-customize everything (etc.), and then restore the data backups.
3. “Physical” Backup
a. It is important that the backup files NOT be stored in the same location as what’s being backed up (e.g. a system backup of a PC should not itself be saved on the same PC because if we lose the PC we also lose the backup). In small-business environments, the most common solution is to install a separate internal hard drive into the file server and dedicate it for holding all backups – this is known as the “internal backup drive”. With this scenario, if we lose a PC, the backup exists on the file server.
b. The second part of the physical backup strategy is to protect ourselves in the unlikely event that we lose the entire file server PC itself. This is where an external USB drive comes in. On a regular basis, (e.g. each night), the internal backup drive is copied to the external USB drive. Not only does this protect us in the unlikely event that we physically lose the entire file server PC itself, but the external USB drive can be taken with you if you have to evacuate the building for such things as a hurricane.
4. “Disaster” Backup
The final backup scenario is “what if the entire building burns down” (or some other calamity)? The effort of rebuilding your business will be much more difficult if you have also lost all your data! We can easily provide disaster backup by acquiring a second external USB drive and slightly altering the physical backup strategy of item 3b above. Since a copy of the internal backup drive is copied to the external USB drive on a regular basis, we can simply swap the two USB drives periodically (e.g. twice a month) and store the other USB drive off-site. If the building is then lost, the off-site USB drive will have a complete copy of all backups as of the last time you swapped USB drives.
Proposed scenario to address everything above:
• On the first of the month, a complete backup of each PC (including the File Server itself) is made and the backup file stored on the internal backup drive (a separate hard drive in the File Server)
• On a scheduled basis, maybe 2-3 times a week, an incremental backup is made (only the data that has changed is backed up) and also stored on the internal backup drive
• After all the nightly backups are done, the internal backup drive is copied to the external USB drive providing a backup of all backups
• Periodically (say, every two weeks), the external USB drive is swapped with the alternate USB drive and the first USB drive taken off-site to provide disaster backup
The backup process is automatic and requires no human intervention (except for the swapping of the physical USB drives). The only requirement is that the PCs are left powered-on overnight.
Base cost: (one-time cost)
• Hardware: One Internal 2TB or 1.5TB backup hard drive (approx $xxx)
• Hardware: Two 2TB or 1.5TB external USB drives (approx $xxx each)
• Hardware implementation: Install/configure/format two external hard drives; setup backup folders, other misc activities: $xxx (3 hours @ $xx/hour)
• Acronis True Image enabling scripts (provided by us): no charge
• Total base cost: Approx $xxx
Cost per PC:
• Acronis True Image license: $xx per PC
• Install/configure/test Acronis on each PC: $xx (1.5 hours @ $xx/hour)
• Total cost per PC: $xxx
Total cost to implement a comprehensive backup system for xxxxx PCs: approx $xxx
