|By Jamie Brenzel||
|November 26, 2012 08:00 AM EST||
Imagine it as if it's actually happened - your network has crashed and all your organization's critical applications and associated data have vanished. This worst-case scenario is one every business owner fears. Whether it's due to a storm, a break-in or the crash of your hard drive, the loss of your company data can cripple your business, leaving you stranded and holding the proverbial bag.
Business owners often assume that they don't have time to think about data backup procedures, much less the recovery process involved in the event of a system failure. They are focused instead on the business at hand. Unfortunately, what many don't realize is that the stalwart back-up methods of the past such as tape, CD or memory stick have become painfully antiquated in today's data-centric world.
While many small-to-mid-sized businesses (SMBs) think all of their data is being captured and stored in a safe place, the reality is that most SMBs are operating under a false assumption. Your business depends on mission-critical applications and their associated data. The deep dark secret is that many of these programs are not being backed up because, when left open, they are outside the parameters of standard backup procedures.
The question all business owners should ask themselves is simple: "If my computer disappeared tomorrow, could my business survive without past emails, contacts, work schedules and accounting data?" If the answer is no, then it's time to take a closer look at your backup and data recovery procedures.
The Ongoing Dilemma
Many critical non-standard databases, such as Outlook and QuickBooks along with other accounting software and legacy applications, as well as databases such as MS Access and MySQL, are not VSS-aware, meaning they lack the standard that allows files or databases to be backed up when in use. This lack of functionality leaves many IT managers and SMBs empty-handed in the event of a disaster or system failure.
Outlook and QuickBooks user/company data is notorious for being left out of standard backup routine practices. The ongoing dilemma of backing up this critical data continues to be the fact that most of us forget to shut down these programs when we leave for the day. Unless you take special precautions, it is likely that when attempting to restore these critical data files you may find that they are outdated... or worse, corrupted. This is true of many mission-critical programs that keep your business running.
Take Outlook for example; a critical application for businesses of all sizes. If Outlook is not closed, many backup tools are unable to backup the ever-important .PST file, leaving your company open to potential disaster should the program crash. The .PST contains all of your Outlook data, including emails, calendar events, contacts, schedules and notes; and the backup of this file doesn't necessarily happen automatically. Backing up the .PST file is critical for restoring your most recent data.
Additionally, for those of us who are email hoarders, keeping all email correspondence in Outlook over the past year can cause the .PST to reach gigabyte proportions very quickly. These large and unruly files can produce unexpected problems when backing them up. Many backup systems can "time out" or even worse, demand an extra tape or CD to complete the backup routine when your office is closed and employees are gone for the day.
A good starting point is to look for a Microsoft Certified backup vendor that follows the best practices set by Microsoft. Selecting back up software that doesn't conflict with Windows or other low-level drivers, such as antivirus programs and software firewalls, should be a key element in identifying a backup vendor.
When it comes to ranking important data, most people place their financial records near the top of the list. This is especially true for business owners. QuickBooks, the popular accounting software, is another application many SMBs can't do without. The absence of an Application Programming Interface (API) presents additional challenges for protecting corporate financial data. An API allows third-party companies to integrate special functions, such as requests for a data dump for easy backup. Currently, there is no safe method to programmatically dump your QuickBooks data to a safe place for easy backup at the end of the day, and without an API, developers can't create one for QuickBooks.
Intuit recommends scheduling QuickBooks to back up automatically to a specific folder, which allows your data to be verified regularly, and from there, scheduling your third party backup software to back up to that folder. This ensures that QuickBooks is in a good state before your backup software runs. Not following these best practices could lead to a corrupted QuickBooks database file.
Listed below are the QuickBooks files that your company must make sure are backed up:
.QBW = quickbooks Primary Data File
.QBB = quickbooks Backup File
.QBA = quickbooks Accountant's Copy File
(May also be a .AIF [Accountant's Import File])
.QBA.TLG = Transaction log file (for the accountant's review copy)
.QBM = quickbooks Portable Company File (for version 2006 and above).
.QBI = quickbooks Crash Roll Back File
.QBX = quickbooks Accountant Transfer File
.QDT = quickbooks United Kingdom Accountant Data File
The backup challenges of these programs are unique, so take the time to consider alternatives that address this lack of functionality. Some data backup companies provide solutions that include the ability to continuously back up your programs and data, no matter where that device is located and even while the programs are open and in use.
How Confident Are You? - Not Sure? Test It!
Not sure if your data is secure? Just like a fire drill, the best way to make sure is to put your backup method to the test. If possible, locate a spare computer, wipe the drive and attempt to do a complete restore of your company applications and associated data. Then ask yourself the following questions:
- Are you able to restore your backup files in one simple step?
- Do you need to re-install all of your applications individually?
- Do you have easy access to those applications and have you kept track of the associated upgrades?
- Does your Outlook, QuickBooks and other proprietary data install easily?
- Do you end up with the most current data when you have completed the restoration?
Most important, keep track of the time it takes you to complete the restoration from beginning to end, then multiply that by the number of computers you have within your organization. Many SMBs are unaware that the "dirty little secret" of data recovery is the time it takes to restore data, which is governed by your company's bandwidth restrictions. When your computers are down, every minute counts.
Data backup should be as important to your business as an insurance policy. Computers can be replaced if lost in a disaster, or stolen during a break-in. But if you don't have a reliable, secure method of restoring your data, all the money in the world isn't going to bring back those missing files. It is crucial to find a method that protects every level of your data.
In a perfect world, there would be no need to back up your company's data; computers and hard drives would last forever, outside threats like malicious hackers and natural disasters would be non-existent and employees would never forget to save a file, or close a program. Unfortunately this perfect world does not exist. For this reason, businesses of all types and sizes know that keeping their data backed up and protected at all times must be of the utmost priority if they wish to remain in business after the fact.
SYS-CON Events has announced today that Roger Strukhoff has been named conference chair of Cloud Expo and @ThingsExpo 2016 Silicon Valley. The 19th Cloud Expo and 6th @ThingsExpo will take place on November 1-3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. "The Internet of Things brings trillions of dollars of opportunity to developers and enterprise IT, no matter how you measure it," stated Roger Strukhoff. "More importantly, it leverages the power of devices and the Interne...
Jul. 26, 2016 05:15 AM EDT Reads: 2,046
Large scale deployments present unique planning challenges, system commissioning hurdles between IT and OT and demand careful system hand-off orchestration. In his session at @ThingsExpo, Jeff Smith, Senior Director and a founding member of Incenergy, will discuss some of the key tactics to ensure delivery success based on his experience of the last two years deploying Industrial IoT systems across four continents.
Jul. 26, 2016 05:00 AM EDT Reads: 1,524
CenturyLink has announced that application server solutions from GENBAND are now available as part of CenturyLink’s Networx contracts. The General Services Administration (GSA)’s Networx program includes the largest telecommunications contract vehicles ever awarded by the federal government. CenturyLink recently secured an extension through spring 2020 of its offerings available to federal government agencies via GSA’s Networx Universal and Enterprise contracts. GENBAND’s EXPERiUS™ Application...
Jul. 26, 2016 03:45 AM EDT Reads: 1,830
The Internet of Things will challenge the status quo of how IT and development organizations operate. Or will it? Certainly the fog layer of IoT requires special insights about data ontology, security and transactional integrity. But the developmental challenges are the same: People, Process and Platform. In his session at @ThingsExpo, Craig Sproule, CEO of Metavine, demonstrated how to move beyond today's coding paradigm and shared the must-have mindsets for removing complexity from the develo...
Jul. 26, 2016 02:00 AM EDT Reads: 1,334
SYS-CON Events announced today that MangoApps will exhibit at the 19th International Cloud Expo, which will take place on November 1–3, 2016, at the Santa Clara Convention Center in Santa Clara, CA. MangoApps provides modern company intranets and team collaboration software, allowing workers to stay connected and productive from anywhere in the world and from any device.
Jul. 26, 2016 01:45 AM EDT Reads: 1,313
The IETF draft standard for M2M certificates is a security solution specifically designed for the demanding needs of IoT/M2M applications. In his session at @ThingsExpo, Brian Romansky, VP of Strategic Technology at TrustPoint Innovation, explained how M2M certificates can efficiently enable confidentiality, integrity, and authenticity on highly constrained devices.
Jul. 26, 2016 01:30 AM EDT Reads: 1,000
The 19th International Cloud Expo has announced that its Call for Papers is open. Cloud Expo, to be held November 1-3, 2016, at the Santa Clara Convention Center in Santa Clara, CA, brings together Cloud Computing, Big Data, Internet of Things, DevOps, Digital Transformation, Microservices and WebRTC to one location. With cloud computing driving a higher percentage of enterprise IT budgets every year, it becomes increasingly important to plant your flag in this fast-expanding business opportuni...
Jul. 26, 2016 01:15 AM EDT Reads: 2,534
In today's uber-connected, consumer-centric, cloud-enabled, insights-driven, multi-device, global world, the focus of solutions has shifted from the product that is sold to the person who is buying the product or service. Enterprises have rebranded their business around the consumers of their products. The buyer is the person and the focus is not on the offering. The person is connected through multiple devices, wearables, at home, on the road, and in multiple locations, sometimes simultaneously...
Jul. 26, 2016 12:45 AM EDT Reads: 648
“delaPlex Software provides software outsourcing services. We have a hybrid model where we have onshore developers and project managers that we can place anywhere in the U.S. or in Europe,” explained Manish Sachdeva, CEO at delaPlex Software, in this SYS-CON.tv interview at @ThingsExpo, held June 7-9, 2016, at the Javits Center in New York City, NY.
Jul. 26, 2016 12:00 AM EDT Reads: 1,545
From wearable activity trackers to fantasy e-sports, data and technology are transforming the way athletes train for the game and fans engage with their teams. In his session at @ThingsExpo, will present key data findings from leading sports organizations San Francisco 49ers, Orlando Magic NBA team. By utilizing data analytics these sports orgs have recognized new revenue streams, doubled its fan base and streamlined costs at its stadiums. John Paul is the CEO and Founder of VenueNext. Prior ...
Jul. 25, 2016 11:15 PM EDT Reads: 2,020
"We've discovered that after shows 80% if leads that people get, 80% of the conversations end up on the show floor, meaning people forget about it, people forget who they talk to, people forget that there are actual business opportunities to be had here so we try to help out and keep the conversations going," explained Jeff Mesnik, Founder and President of ContentMX, in this SYS-CON.tv interview at 18th Cloud Expo, held June 7-9, 2016, at the Javits Center in New York City, NY.
Jul. 25, 2016 11:15 PM EDT Reads: 1,317
Internet of @ThingsExpo, taking place November 1-3, 2016, at the Santa Clara Convention Center in Santa Clara, CA, is co-located with the 19th International Cloud Expo and will feature technical sessions from a rock star conference faculty and the leading industry players in the world and ThingsExpo Silicon Valley Call for Papers is now open.
Jul. 25, 2016 10:00 PM EDT Reads: 2,520
The IoT is changing the way enterprises conduct business. In his session at @ThingsExpo, Eric Hoffman, Vice President at EastBanc Technologies, discussed how businesses can gain an edge over competitors by empowering consumers to take control through IoT. He cited examples such as a Washington, D.C.-based sports club that leveraged IoT and the cloud to develop a comprehensive booking system. He also highlighted how IoT can revitalize and restore outdated business models, making them profitable ...
Jul. 25, 2016 08:30 PM EDT Reads: 1,946
With 15% of enterprises adopting a hybrid IT strategy, you need to set a plan to integrate hybrid cloud throughout your infrastructure. In his session at 18th Cloud Expo, Steven Dreher, Director of Solutions Architecture at Green House Data, discussed how to plan for shifting resource requirements, overcome challenges, and implement hybrid IT alongside your existing data center assets. Highlights included anticipating workload, cost and resource calculations, integrating services on both sides...
Jul. 25, 2016 08:00 PM EDT Reads: 1,987
Big Data engines are powering a lot of service businesses right now. Data is collected from users from wearable technologies, web behaviors, purchase behavior as well as several arbitrary data points we’d never think of. The demand for faster and bigger engines to crunch and serve up the data to services is growing exponentially. You see a LOT of correlation between “Cloud” and “Big Data” but on Big Data and “Hybrid,” where hybrid hosting is the sanest approach to the Big Data Infrastructure pro...
Jul. 25, 2016 07:30 PM EDT Reads: 1,897
"We are a well-established player in the application life cycle management market and we also have a very strong version control product," stated Flint Brenton, CEO of CollabNet,, in this SYS-CON.tv interview at 18th Cloud Expo, held June 7-9, 2016, at the Javits Center in New York City, NY.
Jul. 25, 2016 07:15 PM EDT Reads: 1,806
We all know the latest numbers: Gartner, Inc. forecasts that 6.4 billion connected things will be in use worldwide in 2016, up 30 percent from last year, and will reach 20.8 billion by 2020. We're rapidly approaching a data production of 40 zettabytes a day – more than we can every physically store, and exabytes and yottabytes are just around the corner. For many that’s a good sign, as data has been proven to equal money – IF it’s ingested, integrated, and analyzed fast enough. Without real-ti...
Jul. 25, 2016 07:15 PM EDT Reads: 1,033
I wanted to gather all of my Internet of Things (IOT) blogs into a single blog (that I could later use with my University of San Francisco (USF) Big Data “MBA” course). However as I started to pull these blogs together, I realized that my IOT discussion lacked a vision; it lacked an end point towards which an organization could drive their IOT envisioning, proof of value, app dev, data engineering and data science efforts. And I think that the IOT end point is really quite simple…
Jul. 25, 2016 06:30 PM EDT Reads: 1,030
A critical component of any IoT project is what to do with all the data being generated. This data needs to be captured, processed, structured, and stored in a way to facilitate different kinds of queries. Traditional data warehouse and analytical systems are mature technologies that can be used to handle certain kinds of queries, but they are not always well suited to many problems, particularly when there is a need for real-time insights.
Jul. 25, 2016 06:15 PM EDT Reads: 1,781
Unless your company can spend a lot of money on new technology, re-engineering your environment and hiring a comprehensive cybersecurity team, you will most likely move to the cloud or seek external service partnerships. In his session at 18th Cloud Expo, Darren Guccione, CEO of Keeper Security, revealed what you need to know when it comes to encryption in the cloud.
Jul. 25, 2016 06:00 PM EDT Reads: 2,451