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Re: What should you do with critical data?

15 Replies Last post: Jun 6, 2009 8:33 AM by NateChessher   1 2 Previous Next
Ralph DeFrangesco   54 posts since
Oct 3, 2008
Reply

Dec 16, 2009 1:50 PM

What should you do with critical data?

"End users should not keep critical files on the desktop, however many still do. Should we include desktops in a backup strategy or force them to write files to a network drive?"

ChrisRitchie   11 posts since
May 11, 2009

I guess this is a dillema if you are in a small company more than a mid-sized or larger company. There are soo many possible ways to back-up a users files that's it's going to be difficult to manage no matter what.

Most users feel that every document is important. Well, maybe to them they are, but not necessarily to the business. If we don't place restrictions on the users they will keep everything, multiple copies of the same document, and that e-mail from five years ago. Is it all necessary to the operations of the business - I think not.

Having a solid 'desktop policy' with a limited network storage area for the users is a good start. In this policy the users must be educated on how and when to use this storage. (always in my opinion). In a Microsoft house we can make it easy for them and utilize folder re-direction. Send the "My Documents" contents to a network storage area via Group Policy. However, the users never watch the size of thier storage, that's for us to do...a whole other ball of wax.   

DaveVenier   10 posts since
May 13, 2009

Yes, in a perfect world we should force files to the server.  By doing this it’s makes the data easier to manage.  Also if the machine crashes or is stolen the data is not located on that computer.  However there are several issues with this.  If the data is only written to a server you may have people who work on the road often who can't VPN in...this would mean they don't have access to their files.

 

Speaking personally, there have been times where my network segment at work was out and I didn't have access to the internet, e-mail, or any of the servers.  By having my failes I need, locally I was able to continue doing work.  This of course can be mitigated by the network not going down.

 

I believe they should be included in a backup stragety, either every time the computer turns on or off, or at certain times of the day a differential backup could be done.  This of course will have issues....as everything does....

DaveVenier   10 posts since
May 13, 2009
3. May 31, 2009 4:00 PM in response to: ChrisRitchie
Re: What should you do with critical data?

Chris,

I agree.  I feel like a larger orginazations backup policies would probably be better than a smaller org's policies.

 

As one of the users who feels that every document that I have is important it would be hard for me to go through and delete things "i didn't think I needed".  It may be paticular to my job but I often find that I write a document and only reference it once a year, it would be hard to choose things that would have to go.

 

With disks being very cheap now, I don't see why the files can't be stored on a server (baring speed issues).  The one policy I know my company implements is that no mp3 or movie files can be on the servers, they have scripted a cleanup job to delete these files off our server to save space and enforce the policy.

 

So yeah it can be done, I just wouldn't be happy! :-)

 

-Dave

ChrisRitchie   11 posts since
May 11, 2009
4. May 31, 2009 4:37 PM in response to: DaveVenier
Re: What should you do with critical data?

Well Dave that's what archives are for - files that are not used in the 'daily routine'.

If you have files that you only use once or twice a year, archive them onto some type of external media - CD-Rom, DVD, etc... This way those important documents can be kept in a safe, posssibly off site, storage area.

 

Remember critical data is just like anything else, perceptual to the eye of the beholder.

AndreHopson   20 posts since
May 10, 2009

I think you have to come to a compromise of some sort. You can send out emails and information regarding keeping files on your desktop. Next step would be to try to address the topic thru a policy. Then you would need to conduct some training on why we are adopting a policy and what effect it will have on end users. Lastly we must enforce this policy. The key is to be a business enabler not a business preventer. We don't want to do anything that is going to slow down business production, but implement things that make the business more efficient and productive. My recommendation would be to have them write to a network drive.

AndreHopson   20 posts since
May 10, 2009
6. May 31, 2009 10:22 PM in response to: ChrisRitchie
Re: What should you do with critical data?

You make a good point, Chris. It is someone's job to monitor the size of employees storage (IT staff). If they are about to reach their limit an email should be sent out notifying them and instructing them on what they need to do. As Dave stated "what is important to him may not seem important to the person who created the policy". As an employee of a company we all need to be 'team players' and do what is right for the business. No one like change and being forced to do something, but if they are educating on why it makes the process much easier to accept. Again, the size of you company will dictate what measures you take regarding this topic, but I don't think it would hurt having a policy in place; just in case.

WarrickStJean   28 posts since
May 11, 2009

The topic of desktop backup is a one of those multifaceted topics that IT professinals all have a unique opinion about. I believe that a competent IT professional is a business enabler who skillfully uses technology and policy to protect the end users (sometimes from themselves).

Most of us will agree that keeping sensitive or critical data on a workstation or mobile computer is risky. However with the growing ubiquity of wireless broadband and the rapid adoption of telecommuting it cannot be avoided indefinitely.

IT Professional must work with business managers to determine why users keep such data local and determine the severity of the risk exposure. There are adequate options available to mitigate such challenges. I believe that it would be prudent for desktop backup to become part of the backup strategy which should include policy and proceedures for dealing wih high value data.

TimHuong   10 posts since
May 10, 2009

I don't think we should backup the end-users desktop. It would put too much burden on us and would build congestion on the network traffic. Forcing them to write the files on the network drive can still cause the same situation.It's really up to the end-user to know what is important and what requires backing up. So, it is best that they share some responsibility on their part and back up their own data.

TimHuong   10 posts since
May 10, 2009

I agree with Chris's statement. It really is up to the user to archive their data onto some type of external device. It is the user's responsibility to know and to archive their own files if it is important to them. By locally backing up the data on the external device, the user can help decongest the network traffic and allow more important business traffic to flow.

ekortee   7 posts since
May 10, 2009

I believe that end users are as important as the servers and other critical network nodes we protect and are required to restore in the wake of a disaster. However, because end users tend to work with lot of different files, some of which that are not related to the job they are tasked to do, backing up their data tend to put additional strain on IT professionals.

I would prefer to force end users to write their files to a network drive. In doing this, I will prefer to use a tool that will backup only specific files to a network drives. Doing this will minimize storage problems and account for a faster backup and recovery of data. End users tend to store graphics and multimedia files on their desktops which in most cases are not useful to their job. In addition to backing up selective files, I would also prefer a tool that will have synchronization capabilities to address mobile users’ backup problem. This will be used to synchronize data that was modified while the end user is disconnected from the corporate network.

ekortee   7 posts since
May 10, 2009
11. Jun 3, 2009 3:22 PM in response to: TimHuong
Re: What should you do with critical data?

Tim, I differ with you in your earlier post. What is your definition of "business traffic" in your post? What if the business traffic that you are referring to is been generated by the end users? I believe that end users are as important as any critical network node we tend to protect. If your business type is based on end yours that are directly part of the same network on which your critical systems reside, they should be treated with some preference. Better to backup the end user critical data and make sure that you have it than to allow the end user to store critical business data on the local computer which can be easily compromised or lost.

WarrickStJean   28 posts since
May 11, 2009

I would like to echo ekortee's position regarding the value of user data. Depending on the type and size of of organization end users will have a more significant responsibility in managing the safety of their local data. it is a challenge to manage backup at the server level and unsustainable to manage backup across the user base without a heavy investment in resources. The IT department that can automate or force endpoint data synchronization compliance will be the one to succeed.

EmmanuelOnwulata   11 posts since
May 12, 2009
13. Jun 6, 2009 12:37 AM in response to: AndreHopson
Re: What should you do with critical data?

in an environment where the user's rights and permissions are managed by the server, the client's desktop or home directory should automatically synchronize with the server. that way backup is performed from one place. On the other hand software can be installed on workstations that will either bak the computer up or synchronize data to network path or drive.

EmmanuelOnwulata   11 posts since
May 12, 2009
14. Jun 6, 2009 12:48 AM in response to: TimHuong
Re: What should you do with critical data?

I don't think company data should be left up to the user to back up. company should take every step to ensure that their data is safe. Having a policy of some sort in place is a good idea, but the only way to enforce it is to make it somebody's job to see that the backup is done. Hold somebody accountable for it. what would be the point of having a policy if it not enforced.

Re: What should you do with critical data?

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