Data Security and Backups

Monday 29 August 2011

6 Benefits of Cloud Computing

In my previous post I had discussed regarding What is cloud computing and How it works. In my today’s post I shall highlight some of the benefits of cloud computing.

Ø  Pay what you Use
Cloud Computing reduces your hardware, network management and Software expenses. In addition in cloud computing, you pay for what you use. No need for IT to worry to pay for future software updates.

Ø  More Storage Space
SMBs can get more storage space for less cost. Instead of building large data centers and maintaining them you can rent space, with enterprise class infrastructure. No Physical space occupied in your premises.

Ø  Automatic Updates.
No longer IT personnel need to worry about keeping software up to date.

Ø  Flexibility
Depending on the demand, you can increase how much of the cloud resources you use without the need for assigning specific hardware for the job, or just reduce the amount of resources assigned to you when they are not necessary.

Ø  Access from Anywhere
Access your data from anywhere. Employees need not be in office to access their data, data is always available instantly, wherever they are.

Ø  Allows IT to Shift Focus
No longer having to worry about constant server updates and other computing issues.
Freedom from routine tasks allows redirection of staff time to value-driven projects with greater impact on productivity and profitability.

Friday 26 August 2011

What is Cloud Computing and How it Works

Back to original blog topic after a bit of refresher from previous post for How to Set Goals. The post received overwhelming response from all around.

I was having a discussion with a group of IT Department where we were undergoing implementation of our Finance Software. The company had about 1000 workstations and as far as I can remember, they had about 25 Servers, heterogeneous network.
We were having discussion regarding the more number of workstations get added, the more the company has to spent on Software’s to be purchased, servers to be added or increase their capacity and overall infrastructure to be upgraded. They were looking for a solution that can help reduce the managing of network and a way thru which people can remotely access any application without heavily investing in infrastructure by the company itself.

Enter here, solution was “Cloud Computing”.

What is Cloud Computing?
Cloud computing in simple terms, could be instead of installing a bunch of software’s on one computer, you just have to install a single application. When you click that application, it shall get you connected to a web-based service which hosts all your programs you would need for your job. Servers owned by other companies or providers, shall run all the Software’s required for the company right from e-mail to Enterprise Software’s to complex data analysis programs. This is Cloud Computing.

Think of it this way, Cloud computing is like having a metered cab at your disposal whenever you want it, you only pay for what distance you travel, you don’t pay no maintenance costs or any other costs associated with cab. You pay based on where you want to go that day and it’s so economical you can vary the length of your trips and not worry about the costs. You can even change the looks of the cab as you do not share it with anyone else.

The first step, in any cloud is to adapt applications to run as virtualization.

            In the traditional model of computing
           
Both data and software are fully contained on the user's computer
 
            In cloud computing
 
The user's computer may contain almost no software or data 
(perhaps a minimal operating system and web browser only
and a application to connect to remote machine), serving
as little more than a display terminal for processes occurring
on a network of computers far away.

How it Works
 
Step 1
A Cloud User requires a laptop, desktop, Smartphone or other computing device to get connected to one of the Cloud Service Providers over the Internet.

Step 2
The cloud provides access to applications, Software’s, operation Systems, Servers all that is required is by the user. The cloud provides server-based applications and all data services to the user, with output displayed on the client device.

Step 3
For example, if a user intends to create a word document, the cloud provider offers suitable application for the same, user opens the application on cloud, does his work and saves the same on the cloud providers Servers

Step 4
At the end, you disconnect from your Cloud Service provider
 

What do you pay for?
You pay by the resource used which is called utility computing.
Resources are:
Ø  Servers
Ø  Operating Systems
Ø  Applications
Ø  Software’s etc.
 
Some Cloud Providers also have their Unit of Measure setup which includes charges for space, hydro, equipment usage, Operating System Usage, etc.... They may have fixed charges For example, 1 Unit of Measure= 0.05 cents.

Cloud Computing is a service that is based on “pay as you go” else other words pay for what you use resources. Imagine, you do not spend any amount of money on Servers or Software purchases or platforms. You just have to subscribe any of the cloud service providers like Google, Amazon, Microsoft etc…
I shall be listing one more post for Benefits of Cloud Computing.

Till then hope it hasn't got much cloudier....
 

Wednesday 24 August 2011

How to Set Goals

This Post has nothing to do with “Data Backup or Security of Data”. This post is an exception I tried to pull off after writing a bunch of posts related to “Data Backup and Security”. It talks about “Goal Setting” which is useful for any person irrespective of what field you come from, your qualification, etc.

The most important factor to understand in Goal Setting is even if we miss your goals, it does not make you a failure. Delay does not mean defeat. It only means one has to replan to accomplish one's target. Most people after they set a goal and are unable to reach for whatever reason start thinking it’s worthless to go through this process and start thinking “nothing goes my way”. The moment you start thinking this you have created even a bigger problem.
Let me share with you something which I had came across couple of years back with one of my clients. I was invited to one of my clients Office location as he required assistance for our Software. When I entered his Office area and started helping him with his issues, at the same time I saw some big stickers all around on his walls. They were something like this, “I want to purchase a new Office in next 2 years”, “My Goal is to get a new car within next 12 months”, “I want to add 20 marketing people for my products within next 6 months”. After I completed helping him with his setup, I asked him regarding all the stickers, he told me it reminds him everyday what his goals are, and with these he had build his business which was worth couple of millions, with a person having minimal capital to start-up. This is what goals can do. Are you ready to setup your goals? Is it tough? Your call.

Would you sit in a train or a plane without knowing where it was going? Ofcourse not. Then why do people go through life without having any goals?

If you ask most people what is their one major objective in life, they would probably give you a vague answer, such as, "I want to be successful, be happy, make a good living," or “I want to make my family happy” and that is it. They are all wishes and none of them are clear goals.

Goals must be

SMART:
1. S--specific. For example, "I want to buy house in next 14 months."
2. M--must be measurable. If we cannot measure it, we cannot accomplish it.
3. A--must be achievable. Achievable means that it should be out of reach enough to be challenging but it should not be out of sight, otherwise it becomes disheartening.
4. R--realistic. For example “If someone states I want to buy 2 houses in 6 months that would be somewhat unrealistic.”
5. T--time-bound. There should be a starting date and a finishing date.

Why are Goals Important?
On the best sunny day, the most powerful magnifying glass will not light paper if you keep moving the glass. But if you focus and hold it, the paper will light up. That is the power of concentration. A man was traveling and stopped at an intersection. He asked an elderly man, "Where does this road take me?" The elderly person asked, "Where do you want to go?" The man replied, "I don't know." The elderly person said, "Then take any road. What difference does it make?"
How true. When we don't know where we are going, any road will take us there.

Enthusiasm without direction is like wildfire and leads to frustration. Goals give a sense of direction. Goals must be set in positive tone.


Why Don't More People Set Goals?
There are many reasons, including:
1. A pessimistic attitude--Always seeing the pitfalls rather than the possibilities.

2. Fear of failure--What if I don't make it? People feel subconsciously that if they don't set goals and if they don't make it, then they haven't failed. But they are failures to begin with.

3. A lack of ambition--This is a result of our value system and lack of desire to live a fulfilled life. Our limited thinking prevents us from progress.
4. A fear of rejection--If I don't make it, what will other people say?

5. Procrastination--"Someday, I will set my goals." The most common attitude of people. Stop Procrastination. Get in habit of doing it now.

6. Low self-esteem--Because a person is not internally driven and has no inspiration.

7. Ignorance of the importance of goals--Nobody taught them and they never learned the importance of goal-setting.

8. A lack of knowledge about goal-setting--People don't know the mechanics of setting goals. They need a step-by-step guide so that they can follow a system.

A person who aims at nothing never misses. Aiming low is the biggest mistake. Winners see objectives, losers see obstacles.
Our goals should be high enough to motivate yet realistic enough to avoid discouragement.
Goals without action are empty dreams. Actions turn dreams into goals. Just like a camera needs focus to take a good picture, we need goals to make a productive life.

Remember: Knowledge helps you to reach your destination provided you know what the destination is.


Things to Start with
ü  Write down your goals
ü  Read your goals everyday once in morning and once at night
     before going to bed
ü  Make sure the goals should be time framed
ü  Goals should be divided in short-term which are to be done
within next 6-12 months / long-term within 1-3 years.
           Excerpts taken from You Can Win by Shiv Khera

Friday 19 August 2011

How Reliable is Datacenter Storage?


As I discussed in my previous post regarding “Things to look for when choosing Online Backup”, I thought to go in more detail for the type of facilities the Datacenter should have.
As such datacenters are nicely build, but still you should have a look whether it covers the minimum requirements. How do you get assurance that your data backup stored is in safe and trustworthy place.
Let’s go thru some of the features which a standard data center should have

Physical Security 24x7x365
The Datacenter should have onsite 24x7 security to protect physical access. For access of datacenter there should be multiple layers of security and should have the following security measures
ü  On premise Security guards
ü  Biometric system for accessing Datacenter
ü  CCTV cameras with recorders
ü  All equipments should be checked before entering datacenter

Environmental Controls
The Datacenter should be environmentally secured. Is the Datacenter built on raised floors, humidity control systems to run in optimal conditions all the times.
VESDA [Very Early Smoke Detection Apparatus] smoke detectors are configured to generate multiple alarms to provide the time needed to help minimize or prevent fire loss.
Inquire in case if there any of the following scenarios how is datacenter equipped?
ü  Fire Protection
ü  Flood Control
ü  Earthquakes

Onsite Support
Datacenter should have IT experts, professionals to manage and provide support to the clients. Support staff can help you lower your operating costs by providing their experience in troubleshooting minor technical issues, such as
ü  Software Installation and Support
ü  Server Installation
ü  Connectivity and Configuration with data center
ü  Initial Setup
ü  Upgrade Services

Network Connectivity
Datacenter should have best-in-class infrastructure. Datacenters should have network uptime of almost 100%.
Integrated Security Services should be provided to clients like
ü  Firewall
ü  Intrusion protection
ü  VPNs
ü  Virtual LANs                     
ü  Enterprise class Rack System

Power Management
Highly reliable power source is required for smooth functioning of datacenter. The responsibility of datacenter is to keep functioning even though there is a power outage as their customers mission critical data is stored.
In case of power failure thru public utility the datacenter should be equipped with
ü  UPS availability
ü  Batteries
ü  Diesel generators

The above can help you determine whether the Datacenter is reliable, safe and secure to store your data.

Tuesday 16 August 2011

9 Things to look for when choosing Online Backup


As discussed in my previous PowerPoint presentation on Slideshare regarding Online Backup, I have received feedback from a couple of people regarding what things should be look into before going for Online Backup. This prompted me to make a list of a “must haves” for Online Backup.

1. Reliability
You should know how long the service provider is in market. Check their testimonials on their website or you can check their reviews provided by existing users. There are many review websites available on internet which gives analysis and features of the service provider. You can come to know their strengths and weaknesses.

2. Affordability
Backup Service should be cost affordable and help you save time. Imagine the amount of money that you shall invest in purchasing media / dedicated hard drives or built a backup server. Do the calculation of how affordable it shall be?

3. Data Storage Facility of Service Provider
Check the data storage facility.
§  How is the datacenter environmentally located?
§  What are the power facilities at data center
§  Cooling facilities at data center

4. How can you access your data
§  Is your data available 24x7
§  What about down time
§  Check the past down time analysis. In case, if required is there
    a option you can collect your data physically or can be send
    to you.
§  Is the data remotely accessible?

5. Security practices followed at Datacenter
§  How secured is the Datacenter
§  How can the customer or any external person get access to
    their Data servers
§  What security checkpoints are implemented
§  Is the Data center protected with CCTVs / Bio-metric finger
    print access and other latest security measures

6. Support
Support provided by Service provider shall be vital in your smooth functioning of Online Backup. Especially, when there is a restore of data required or a new configuration setup required. Inquire about support options.
§  Whether it is paid or free support
§  What are the means of support for example, chat, phone,
    email or on-site
§  What is the response turnaround time frame

7. Ease of Use
The Software should be easy and convenient to use. The Software should be “one and done” setup and also check restore of data should be simple.

8. Software Features
Prepare your list of features you would require in the Software. Apart from the standard features of the Software for example, if you are looking to backup database of Oracle or MS-Exchange you should check whether the software is compatible to backup those.

9. Initial Backup
Initial Backups are large. If you decide to go for Online Backup plan how you would transfer your first initial backup. If you have data of about 500 GB that can take days or you may have to do transfer at evenings and nights. Some backup providers offer the facility of sending you a encrypted disk and transfer initial data thru the disk to their data center, their after the further backups are quick as generally they are incremental.

Hope the above post gives more in-depth about Online Backup.

Thursday 11 August 2011

Server Maintenance Checklist

How to maintain a Server in healthy state, so that your organization does not suffer from a catastrophic failure of system? I have tried to summarize a quick checklist.

1.      Keep Operating System Updated
Ensure Server Operating System is updated. Any new patches or updates available should be installed. Hackers like to find and exploit bugs in operating systems such as Windows and software products such as internet browsers and email programs. To protect your Servers from needless downtime, download and install software patches and updates as soon as they become available.

2.      Ensure Security of Server
Check Anti-virus is updated and running. Also ensure firewall is running to prevent network intrusions.

3.      Check event log regularly for abnormal errors or warnings
Keep an eye on event logs. Event logs shall give you information regarding system, security and application related events. You shall be able to track issues pertaining to any of these.

4.      User Rights Should be restricted
Maintain and manage users access rights. Administrator should not log in thru “Administrator” always, should have an alternative login with limited access.

5.      Limit User Disk Space from Server for Each User
Create Disk Storage for Users. If you are Windows Server user you can manage that through “Disk Quotas”.

6.      Disaster Recovery Plan for Server
Disaster Recovery Plan is one of the most important for Server Management. If any time your Server goes down what is the alternate plan that you have? How and within what time frame you shall be able to get operations back to normal.

7.        Data Backup Strategy for Server
How and what information you shall be backing up from Server? You should have a strategy designed for backup and schedule for backup. Scheduling of backup depends on your backup type. For example, if you have Online Backup how often is going to be? What is the retention period for old data? If you are using tape backup or transferring data to another hard drive, you should have strategy decided accordingly. Your backup should be taken every couple of hours if your Server is having mission critical database running.

8.       Physical Security
Ensuring the physical security of your Server computers is a key step in securing the information stored on them. Make sure your Servers should be physically secure in a separate area.


      The following are tasks that can be performed daily, weekly, monthly on
      Servers to keep the system healthy

        Daily Tasks
ü  Backup Server Data
ü  Checks for logs
ü  Ensure Anti-virus and Firewall are functioning
ü  If you are using Windows Server, keep an eye on task manager to
    ensure Server memory and CPU usage are in control. If you see
    any program taking away more resource you should immediately
    investigate.

        Weekly Tasks
ü  Run a quick anti-virus to check critical files
ü  Check Hard disk space
ü  Backup Server Data – Make sure you should have a separate
    backup for each week.
ü  Ensure Optimization of Applications is done, if there are
    certain applications utilizing more memory you need to fix those.

        Monthly Tasks
ü  Run a full anti-virus Scan
ü  Perform restore of your backups to test your data, make
    sure you do not overwrite existing data
ü  Ensure no unwanted software’s or applications are running


Hope the above tips help you maintain your Servers.

Sunday 7 August 2011

What Files Should I Back Up?

Before getting answer to this question, we should know where data actually is stored or the location of data.
Let me share with you as I had came across an interesting situation with one of my clients.
Almost all the Software’s, when we install we are being asked for “program installation Directory” and thereafter where you want to save your data, as by default can be “Drive letter:\program location directory\data “, you can change this folder where you can save your data or you can also change data path externally by going thru respective file settings like .ini or .cfg. In this scenario, there was a IT person who was leaving the company and a new Techie had taken over. The previous guy had made a change where the data shall get stored to a different folder other than the default one, for our finance Software he did not pass the information to the new techie. The backup process was already in place and they continued the same way. After about a month or so, they were in a situation where they had to restore old data, when they pulled up their backup resources they could not find backup for their finance software. We were been contacted to get the data, one of our specialists went to the site and found out the data storage path was changed and those folders are not backed up. Then came the uphill task for us, to fix their data as there were some errors in data, nevertheless we worked hard and were able to retrieve their data except for last 3-4 hrs of data was lost.
It tells a lesson always verify where your data is and to confirm if there is any change in data path, whether you are doing Online Backup or transferring data to Cloud or using any other media to do backup.
I have listed out a few data / files which can be important. You can keep this as your checklist. You should backup any data which you cannot afford to loose may be your accounting records, inventory records, emails, business contacts etc.


For Businesses

Any data that is critical for your business you should back up. Remember, do not delete the original data after you backup, otherwise you are back with one copy of data. You should have at least two copies of your data and out of which one copy of your data should be off-site.

      Financial data
  §  Backup financial Software data, ERP Software data
§  Backup SQL, Oracle, or any other database used
§  Special database - or financial-software packages may store files in their
   program directories, so be sure to make copies of these, too.
§  Backup Invoices, Billings, Receipts, Payments data
§  Backup Taxation data
§  Backup payroll Software data
§  Backup  inventory Reports, Outstanding Statements of Accounts Receivables
   and Payables
§  Backup Policies, procedure Documents of Company


      MS Office Documents
§  Backup Word / Excel Spreadsheets / Power point presentation documents.
§  While most Windows users store data in their documents folder, there is also a
   tendency to keep files and folders on the Desktop.
§  Backup Desktop, My Documents folders.
§  You can also backup your entire Users folders, which is in C:\Users\Username
   in Windows 7 or Vista, C:\Documents and Settings\Username for Windows XP.
§  Backup PDF files
§  Backup legal contracts, agreements, business plans

      Business contacts and emails
§  Backup Email Dats For example Exchange Server
§  Check with your email service provider - which may offer backup services - on
   its backup and restore policies.
§  Backup Outlook, Outlook Express etc.
§  In Microsoft Outlook, mail data files are commonly located in:
            “C:\Documents and Settings\<username>\Local Settings\Application
             Data\Microsoft\Outlook\*.pst“
§  Backup your business contacts, employees information

      External Programs   
§  Backup those programs running on CEO’s / CFO’s or Executives Laptops or
   any other device that they use.
§  They may have installed some software’s and never backed up those. For
   example,I had one of our clients whose Finance Head use to a 3rd party
   Software for storing all his important notes, and he had never done backup for
   the same. Most system administrators do not look at their important
   documents nor they are being informed that those need to be backed up.

      Bookmarks or Favourites 
  §  Backup all your bookmarks, favourites in your Browser or users browser. 
  §  If you are a Firefox user, did you know that Firefox backs up your bookmarks
         all along?



For Individuals Users

Pretty much anything on your computer you feel is important you should backup. Here’s a partial list:

      MS Office Documents
§  Backup Word / Excel Spreadsheets / Power point presentation documents.
§  Backup data that is on “Desktop” as many files shall be on desktop and
   unfortunately, if  one fine day the computer does not boot up and you have to
   reinstall Operating System, desktop files shall be deleted.
§  Backup any other program file types that you use

      Music
§  Backup all music
§  Make sure not to forget, especially if you have paid for MP3’s you downloaded

      Pictures and Videos
§  Make sure you backup your pictures and videos.
§  Any time your hard drive crashes you may loose all your pictures and videos,
   you might not have paid anything for that but you shall loose all your memories
   which shall be worth much more than you paid for music downloads.

      Bookmarks or Favourites
§  Backup all your Bookmarks in your Browser
§  Backup your My Documents folder


Do Not Backup

§  Do not backup any programs, the installation files shall have to be run again.  
§  Do not backup Windows Directory folder, as you shall have to install the
   Operating System again, in case of crash.



System Image
System image is in essence a snapshot of an entire drive(s). It includes all user and system files, configuration data and applications that are present on the drive, plus information regarding disk layout and boot entries. The image can be used to recover a working Windows if your hard disk ever fails, or if you simply want to re-image your OS to an earlier point in time. You can create a System Image once everything is installed and then you can use to restore more easily everything rather than reinstalling everything manually, in case of disk failure. This is called System Image Backup. The only problem in creating such kind of backup is it occupies lot of drive space.

Hope the above helps, see you till next post.