Backups

(The following article was created in response to a request on RealTalk for information on backups)

I think it's time for me to clear the air on this topic a bit, and in order to do so I'm going to give a closed book quiz.

First question: Do you have a backup program/system in place that regularly performs a backup of your critical data? (Answer truthfully and no copying your neighbor's answer)

Second question: How likely are you to remember to do this on a daily basis if you had to change tapes and transport them off site? (No peeking at the book)

Third Question: If you had a relatively inexpensive method that was a fully automated way of backing up your data would you do it?

Ok, pencils down, the test is over.

Here is how I see this. Allyson, Norm and others that subscribe to the method of using tape backup and CD backups of data are fully and completely correct. In fact, they are in compliance with what is done in major corporations every single business day, weekends and some holidays.

Some companies have technicians whose sole job is to perform backups, manage the tape libraries and perform restores as needed. Imagine that, somebody thinks that their data is important enough to have to have full time employees manage it!

Now, let's cut over to the real estate industry. If you are working for a large brokerage, I am pretty confident that if they have a network server in place, they are backing up their data daily. If you are working for one of the national firms, I can guarantee that statement.

So, why aren't you doing it? Is it because of the cost of tape drives and tapes? Is it because you have to remember to change the tapes every day and keep track of the tapes and store them offsite? Of course it is! You are busy trying to get new business and you are busy trying to service the existing business, be it buyers or sellers. Who has time for this stuff?

That is why I made the recommendations that did. Not because it is a better solution that tape drives, because it isn't. And no, not because it's a better solution to storing data off site, because it isn't better at all in that department. But what it is, is relevant to your business and the way that you do business.

The solution that I urge you to implement is a no-brainer. You set it up, you perform a full backup once, and then it just backs up what changes. Automatically, with no intervention on your part, in the background, quietly, and so on. It just flat couldn't be easier. The investment is small considering what the cost to replace lost data might be. At least you will have some protection in place. And yes, I could set up a tape backup system for my wife's business and manage the process for her as Allyson's husband does for her. But why would I do that when this is adequate for her needs. And lest you think that her business is miniscule, it is not. She was the top producer in our Board of 0ver 3,000 members in 2000.

So here's the deal. Buy this external hard drive: http://www.pcmag.com/article2/0,1895,2139487,00.asp, and install this software http://www.v-com.com/product/AutoSave_Home.html and you will at least have some protection going on.

Once again, tape backup is the industry standard (the geek industry, that is), but based on the results of the quiz above, you don't want to spend the money and the time to do that, so do this one instead.

And by the way, as was mentioned by someone else on the list, periodically do a Restore of a few files to make sure that the system is working...and that goes for tape as well.