Special
Report: CreativeTechs'
Annual Backup Issue.
We
like to use the final issue of each year to discuss the topic of
backup. This year we're focusing on strategies to protect a creative
team's server.
Note:
Independent designers or smaller studios may want to look back at
last year's QuickTips
#20: Set up a Backup System for 2005!
Use
this list of protections as a checkup for your own studio's backup
strategy. It has been hard to boil down this topic into a short
coherent tip. There are a lot of details and specifics we've had
to omit for space. To supplement this topic, we are making time
available in January for complimentary backup strategy sessions
for Seattle-area creative teams (see below for details).
Protection
#1: Use a RAID for all server data.
A
RAID drive combines two or more individual hard drives into a
single volume. We strongly recommend storing all server data on
RAID drives. When properly configured, if a single hard drive
fails the server (and your company) can keep working until the
problem drive is replaced. This type of zero-downtime protection
is crucial to protect creative teams that rely on a server-based
workflow.
We
prefer the speed and stability of hardware RAID drives such as
Apple's Xserve RAID.
However cost conscious teams can still get a level of protection
by mirroring two drives using RAID software (Mac OS X provides
built-in support for software RAIDs).
Costs:
$1000 - $10,000 depending on needs.
Protection
#2: Nightly clone to a FireWire drive.
We
recommend an automatic nightly clone of your company's server
to an external FireWire drive. While a RAID protects against individual
drive failure, the nightly clone provides protection against users
trashing the wrong folder of work, or larger problems with server
hardware.
A
nightly clone uses an inexpensive firewire drive, requires little
maintenance, and provides the fastest recovery in case of serious
problems. (See QuickTips
#69: Plan an emergency Xserve replacement)
Costs:
$200 - $1000 depending on size of drive needed.
Protection
#3: Weekly rotating backup sets.
With
a RAID and a nightly clone, your data is protected against major
hardware failures. But what if you need to recover a file that
was lost or damaged two days ago, or a week ago? Or what if something
happens to your building -- fire, flood, or theft? In either case
your RAID and clone won't help.
To
protect against these problems, our best strategy is building
rotating backups with 3 or 4 separate sets (hard drives in most
cases). Typically we schedule a backup routine that provides a
full backup once a week, with incremental backups every night.
At least one backup set should be cycled offsite each week to
protect against building damage such as fire.
For
backing up a creative team, we recommend Retrospect.
Many designers report the interface confusing at first -- and
it take some finesse to maintain. However, when it comes to studio
backups, Retrospect has few alternatives.
Costs:
$800 - $3000 depending on size of drives needed.
Protection
#4: Annual backup to tapes (Optional).
Many
creative studios are outgrowing tape libraries that were once
the cornerstone of their backup strategy. If you have a good tape
drive that your studio has outgrown, it can be put to use providing
one last level of protection. (In the last two years we've moved
away from recommending tapes to using FireWire hard drives for
most clients because of their lower cost and ease of use.)
Create
an annual backup series that runs an incremental backup to tapes
once a week. This gives you yet another layer of protection in
case you discover a key file was thrown away a couple months ago
(old enough it would not be on one of your rotating weekly backup
sets).
Costs:
$0 - $800 for tapes, assuming you already have the tape drive
and some existing tapes.
Protection
#5: Perform a monthly backup audit.
Finally,
as servers and hard drives get larger, it has become increasingly
clear that a creative team's backup system requires ongoing maintenance.
Studios
need a monthly backup audit to confirm important data is being
properly backed up and that files can be restored when needed.
It is easy for problems to creep into any system, and unless there
is regular maintenance most backup strategies will fail over time.
We
recommend developing a standard weekly and monthly checklist for
maintaining your studio's backup. Deputize a reliable, technically
savvy person in your studio to maintain the systems, or get outside
expertise to help.
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