TECHNOLOGY/PRACTICE Management
Backing Up Your Data:
There's No More Important Technology Task
By John Brewer and Sheryl Cramer

A Lawyer's Tale: The following is a tale of disaster and redemption. Joe Doitsumday practices law somewhere on Ozone Lane in a nameless Oklahoma community. His friends have heard him say many times, "tomorrow I'm gonna back up my computers." Joe's statement belongs to the same category as "Tomorrow, I'll go on a diet" or "It's time for me to start exercising."

What if Joe arrives at his office tomorrow and finds all of his computers have been stolen or destroyed by fire or other casualty? Joe may have insurance coverage which will provide funds to replace his computers fairly easily, but what about the data? In Joe's scenario, this includes his management data, word processing documents, billing, form templates, and e-mail files. If Joe has started a "paperless" office, he has to recover his scanned images and saved documents. Can Joe replace all of this data? Can Joe placate his secretary? Questions abound! Joe "look-alikes" may not fully utilize their computers but they are likely to have more valuable data on their computers than they think. In terms of man-hours, Joe will be astounded as to the time it will take to recreate the word processing form documents that Joe and his staff have created. Take note that these are non-billable hours.

Do we have your attention? Good! We intend to give you information that will help prevent such a crippling effect on your practice.

Step 1 - Laying the Foundation: Backup is a simple term, but the procedure is more complex. What needs to be backed up? Is it one computer, a server, or a network? What kind of network? What are the mechanics of a backup? Will the backup include applications, operating system (including the system state) and data, or just the data? Are there "open" files that are that need to be backed up or will the backup run when files are closed? Who will be in charge of making sure that the backups are done properly? These are among the questions to ask and answer before implementing a backup procedure. Budget questions abound as well. How much do you spend on a system that you may never use (and hope you will never use.) Consider the time, money and effort it will take to restore an entire system. Some of the backup programs simply copy files to another location. This is great for data files, but this method will not restore the entire system in the event of a crash. Disk imaging or a true "backup" program should provide some type of boot disk to permit a full restore in the event of catastrophe. Laptops and palm devices need to be included in the plan. How does one restore data on these devices?

"Computerese" has its own language. It is not as daunting as the concept of Newspeak as detailed by George Orwell in the novel 1984, but it may be close. It is important to understand the following definitions.

Backup: Copy files from the source (the hard drive currently in use) to a specified target (where the backup data is stored).

Full Backup: Everything on the hard drive is copied to a target location.

Differential Backup: After running a full backup, a differential backup will only backup files that are new or changed since the time of the full backup. A full restore will include the full backup and the last differential backup.

Incremental Backup: After running a full backup, the first incremental backup will backup files that are new or changed since the time of the full backup. The second incremental backup will backup files that are new or changed since the time of the first incremental backup. This process continues until a new full backup is run. A restore will include the full backup and all incremental backups in sequential order.

Disk Image: A disk image is a full "snapshot" of the hard drive at a particular date and time. Many imaging applications also allow the creation of boot disks, which in the event of a computer crash will allow a restore of the hard drive to the state that existed at the time the image was created.

Directory: An organized catalog of files and subdirectories contained on a hard drive or removable disk. The main directory is called the root directory; all subdirectories stem from it. "Folders" is the more recent term used by Windows for directories.

Partition: A reserved portion of a disk that functions as a separate unit. A partition acts as a separate space, but it is still physically part of the disk. Windows will give each partition on a hard drive a separate drive letter.

Rollback: Rollback is the process of returning the hard drive on a computer to a previously secure status. Windows Me and XP have a rollback feature built in to the operating system called "system restore." GoBack is a rollback software application marketed by Roxio.

Data Recovery: Data recovery software will recover data that has been deleted from a computer, including a deletion from the recycle bin. There are two varieties of data recovery software: reactive and proactive. The first type will recover an erroneously deleted file. The sooner the recovery is attempted, the better, since once the file area is overwritten on the hard drive, recovery is no longer practically possible. The other type "protects" deleted files for a specified time period or a specified quantity of files and permanently deletes protected files on first in - first out basis.

Step 2 - Think Through the Details First: An initial full backup of everything on a computer is highly recommended, either by a full backup or a disk image. It is permissible to do both. Anyone who has lost a hard drive appreciates the time required to rebuild the drive and the likelihood that one will never get totally back to where one started. The backup procedure should backup the operating system, registry, applications, and data. The system essentials may be referred to as the system state. Store the full backup out of the office. A clean installation can be made from the original CDs but this process is time consuming and requirements multiply if several computers are involved. A full backup is a no-brainer in terms of simplifying a restore.

After an initial backup, what should the regular backup consist of? When new peripherals are added, backup the drivers for those. If changes are made to a computer (such as adding applications), backup the drive. Important data files - such as word processing, databases, and e-mail - should be backed up every day. If the office has a true server, the backup procedure must work with the server software! Automate the backup procedure. An automated procedure will ensure that the backup is performed without the need to rely on a person.

Many companies allow a trial use of the software prior to purchase. This is a good idea. If a trial period is available, take advantage of it. Prices quoted in this article are suggested retail prices - "street" prices may vary.

Steps To a Successful Backup: When a computer is first set up, many users create a separate partition or a separate directory for the storage of data. One technique is to create two separate partitions, one partition for the operating system and the applications and a second partition for data. This enables the backup of all important, daily changing data. A user can accomplish the same result as using two separate hard drives.

Scan the computers for viruses (keep virus software up to date on all computers, including the server). Backups are ineffective if there is a virus on the backup media.

Set up a procedure. An automated backup is best.

Swap backup media weekly; keep one good backup set off site in case of a fire, tornado, theft, or other casualty.

Verify that the data is backing up! Do sample "installs" to ensure the data is good.

Rotate media. Tapes, CDs, and other media have a limited life. Read the recommendation on the media package and stick with it! Also, replace the hard drive on computers periodically.

Use older or out of use computers or hard drives as extra (never the only) backup measures - old computers can be a part of the network with files being backed up to it and old hard drives can be modified to use as external hard drives for backup purposes.

Save data frequently from the program in use. If a word processing document is the active application, name the file and save frequently. Use the backup procedure in the case management or billing program. These data files may be the only file that needs to be restored.

Create a boot disk/CD for the restore feature of the backup program. Click on the help button in the program for instructions. For an operating system boot disk/CD, click on the help button in Windows, or go to a Web site such as www.bootdisk.com to download a boot disk. Store these media in a safe place.

Create a "Disaster Recovery Plan" and keep it with your "Disaster Recovery Kit." A disaster recovery plan determines what files will be backed up.

Identify the person who will make sure that everything is backed up properly. Schedule a time for someone to make sure that the data is good and that the backup media is reliable.

Specify how backup media will be swapped and where the offsite copy will be stored. Swap the home media and office media at least weekly to keep both contents up to date.

Schedule the replacement of media according to the recommendation of the media company.

Determine the number of media copies.

A "Disaster Recovery Kit" includes the following:

One copy of the DRK for each computer in the office, including the server.
A copy of the disaster recovery plan.
A calendar with the dates of what is to be backed up, when it is to be backed up, the person performing the backup and data test, and media replacement dates.
A copy of the operating system installed on the computer.
A boot disk or boot CD.
A backup of all drivers needed for a computer and its peripherals.
Registration keys for all installed programs, including the operating system

Step 3 - Select the Backup Software: Desktops and peer-to-peer networks: The first option to consider is the software integrated with the operating system. All versions of Windows have backup features included but the feature may not install by default. It may be necessary to install the backup feature separately. Check the help file for the particular version of Windows, the integrated backup software may work only with another hard drive or tape.

Computer Backup Software

Windows XP - The backup feature included as a part of Windows XP has a distinguished history. It has its genesis in a backup program that was marketed by Seagate. Seagate spun off its software division to Veritas. Veritas licenses a more sophisticated version of Windows XP Backup to Stomp.

BackUp My PC: $80 ($10 less if downloaded). This is a more robust application than the version found in XP and comes with an excellent 158 page manual. There is a version with fewer features called Simple Backup that retails for $40. BackUp My PC is a product that has many favorable reviews. Web site: http://www.stompinc.com

SecondCopy by Centered Systems: This product costs $30 for a single user with discounts for five or more and is used on Windows machines and servers. The user sets up profiles of the desired files or directories for copying, specifies the location to copy to (such as another networked computer or hard drive and when the program is to run). After the initial copy, only new or changed files will be backed up. The user can specify a one-way copy or set up a synchronization where the two connections match (this is great when you have a laptop and do work at home as it copies the work to the server automatically). Everything can be backed up so long as one knows where the directory is located; e.g., e-mail, Internet bookmarks, etc. Logs are available to show what was backed up and what did not get backed up due to error. A drawback is it will not copy an open file nor will it copy to CD or DVD. Web site: www.secondcopy.com.

FileBackPC by Fileback: $25 to $45 (depending on the version). Fileback PC is a file backup and synchronization utility designed to backup data using various backup media. Applications include backup, disk mirroring, or adding file versioning capability to Windows. Attorney Jim Slayton of Oklahoma City uses this program and gives it a thumbs up. It saves multiple versions of the same file and the user can select which version to restore (up to 99 versions). Web site: www.fileback-pc.com

NovaStor by NovaStor Corp: $80 to $150 (depending on the version). NovaStor has multiple products designed for workstations to networks. NovaBACKUP automatically backs up a computer to just about any tape drive, hard disk, removable or CD/DVD drive. The network version is described as the ultimate Windows, Linux and NetWare network backup. The company advertises tape, disk, SAN (storage area network) and NAS (network attached storage) backup solutions. Web site: www.novastor.com.

WinBackup by Liutilities: $40 to download or $60 for a boxed CD and manual per single user. WinBackup is very similar to SecondCopy, except it permits copying to CD and DVD. WinBackup does not permit synchronization of two drives. It is a pure backup and restore utility. Backup of Outlook Express e-mail, favorites and the document folder is easy. Web site: www.Liutilities.com

Retrospect Backup by Dantz: $129 for an individual user (windows desktops only; no servers) to $699 for a single server and workstations to $1,099 for multiple servers and workstations. Add-ons such as disaster recovery and open-file backup are optional or can be bundled for an extra cost. Will backup to tape drives, hard drives, networked computers, CD or DVD. Web site: www.dantz.com.

Backup for Workgroups by Lockstep Systems: Starts at $299 for a 3-client license. This application attempts to do everything as it allows the creation of an automated backup of a hard drive, roll back in time of the computer, and it provides a disaster recovery plan. Web site: www.backup-for-workgroups.com.

Server Backup Software

Server software is a different type of challenge.

V2i Protector Server Edition by PowerQuest: $995 per server. V2i is used to create and backup the drive image of a server. It can be used in conjunction with the V2i Protector Desktop Edition for individual workstations. PowerQuest claims that it will backup everything, including include databases (such as SQL) and open files. Web site: www.powerquest.com.

Backup Exec for Windows Servers by Veritas: $700. This will backup everything on a Windows server, to include MS Exchange and SQL servers. It includes unlimited backups for workstations running Windows, UNIX or Macintosh operating systems. Web site: www.veritas.com.

Backup Exec Small Business Server by Veritas: Cost: $800. Backup Exec integrates with a Microsoft Small Business Server installation. It includes unlimited backups for workstations running Windows, UNIX or Macintosh operating systems. Web site: www.veritas.com.

Mondo Rescue: For Linux. Free. Web site: www.microwerks.net/~hugo.

MKCDREC: For Linux. Web site: mkcdrec.ota.be.

More information about Linux is available at www.linux.com.

Imaging Software

Imaging software creates a snapshot of the partitions and data on a hard drive. If an image is created when the computer is first set up, that image can be used at a later date to restore the computer to its original condition. This can save a great deal of time when compared to starting from scratch. Back up the data first, then restore the image, and then copy the data back to the drive. An image is not used for daily backing up. It is time consuming to create an image every day. An image is best used in conjunction with a regular backup program. Warning: Any applications installed after the image was created will be absent.

V2i Protector Desktop Edition by PowerQuest: $80 per workstation. Use V2i in conjunction with V2i Protector Server  Edition for a complete office backup. An  automatic backup can be scheduled for everything - operating system, program files, etc., to a specified device. Files can be imaged even if open and in use. V2i is currently for Windows machines only, but a Linux release is planned for next year. Drive Image is a version with fewer features and costs $70 for single user. V2i is the better buy. Drive Image is for standalone workstations and computers only. It will not image a server using a server  operating system (e.g., Windows 2000 Server). Web site: www.powerquest.com

Ghost Corporate Edition by Symantec: Starts at $38.50 per user for 10 - 24 users. Windows (desktop and server) and Linux versions are available. Ghost will allow the creation of images of network computers by the server. The single user version costs $70 for a single user. The single user version is for workstations only and not for servers. Symantec is one of the industry leaders in imaging software. Web site: www.symantec.com

Step 4 - Select the Backup Media: The selection of the media that will be used for backup has changed considerably. In past years, the standard media for backup was tape. The drop in prices of hard drives creates a true "sea change" relating to a choice of media.

CD-R/RWs are a good choice for small backups. A number of the backup applications will permit "spanning" of CDs. Spanning is the process of writing a large backup file across multiple CDs. However, CDs are not a practical choice for a full backup. CDs are a better choice for differential or incremental backups or backups of specific data directories or partitions.

DVD-Rs are similar to CD-R/RWs but the media has much higher capacities. The advantage of this media is that it is removable and has a higher capacity. A cautionary note is that there are different formats. Anyone who plans to use writable DVDs as a backup medium should spend some time to learn the differences in the formats.

Tape is still a popular media. There are two standard formats: Travan and DAT. DAT is an acronym for "digital audio tape." Most pundits agree that DAT is the preferable format. Tape is a reliable technology, the data can be compressed, and unattended backups are easy to perform.

Removable media such as Zip drives by Iomega is a tested technology. The downside is that there is limited capacity and the cost is higher than the comparable CD-R/RW technology.

Additional Hard Drives As Backup Media

For most law offices, additional hard drives may be the better choice. Keep this in mind when you make your next system upgrade. Hard drives may be external and use a "Firewire" or a "USB 2.0" interface. Hard drive manufacturers also make external hard drives. It is a relatively simple matter to connect the external drive to the computer, perform the backup, and then take the external drive off site. The purchase of two drives permits the rotation of drives. The advantages of hard drive backups are reasonable cost, fast data transfers, and reliable technology. In terms of transfer speeds, USB 2.0 is a bit faster than Firewire. External drives that use the USB 1.1 protocol should be avoided since the data transfer rate is much less.

Another option is the conversion of an external 5.25 inch floppy drive bay into a mobile hard drive bay. Kits are readily available that convert the bay. A rack is installed into the bay and a hard drive is mounted in a caddy that plugs into the bay. One can purchase one mobile rack, two caddies, two hard drives and have a practical system for backup. A more sophisticated version of this concept is marketed by Kanguru Solutions. Kanguru has developed the mobile bay concept into a turn key system, including the mobile equipment, a sturdy drive, and software. However, one does not have to use the Kanguru software as most backup software is compatible with the Kanguru system. Kanguru uses the NovaStor software and NovaStor is excellent backup software. For more information about Kanguru, see www.kanguru.com. Kanguru also markets other computer hardware.

Internet Backup Services

There are Internet services that will, for a fee, allow backup of data online. This may not be practical for an entire computer, but it can be used for crucial data. This can also be a great way to access data on the road. Data can be accessed via the Internet or, for a small fee, most services will transfer the data to a CD and mail it. There is some risk if the service ceases business. A user of Internet backup needs a contingency plan if the service closes. An Internet backup should never be the only backup.

An intriguing possibility is to use a hard drive for the full backup and set the computer to perform a differential backup at night. The full backup would be taken off site and the differential backup would be uploaded via a broadband Internet connection to a storage site.

Anyone choosing to go this route should make sure the data is secure, that data can easily be retrieved, and that the company has been in business for a sufficient time to be deemed reliable. Ask yourself what will happen to stored data if the company goes out of business. Most sites will compress stored data to allow "more bang for the buck." Some sites charge only by the year, while others permit monthly payments. Users will have to be selective as what is stored because of cost and the time needed to upload files.

Xdrive.com: Prices start at $9.95 monthly for 500 MB of space to backup. The business version (which allows multiple users to access the site) starts at $99.95 per month for 1875 MB of space. Web site: www.xdrive.com

Online Backup from Intuit, makers of Quicken and QuickBooks: The user sets up the date and time for automatic backup. Options range from storing a QuickBooks database (up to 100 MB of space for $79.95 yearly), to 200 MB of space for $99.95 yearly, or a backup of everything on the computer (up to 10 GB of space) for $19.95 monthly. Web site: www.intuit.com.

@Backup: Prices start at $49.95 yearly for 50 MB of space. Web site: www.backup.com

VirtualBackup: Prices start at $39.95 yearly or $4 monthly for 50 MB of space. Web site: www.vbackup.com

Step 5 - Restore the Backup: Unfortunately, performing a restore of a backup is a more complicated process than making the backup. Restoring only data files is straightforward. The process is simply one of restoring missing or defective files from the backup set. However, a full restore of an entire drive can be more daunting. If one is restoring a full backup or an image of the drive to the identical setup that was originally backed up, then it will likely be a successful and happy affair. If the full backup is restored to new equipment or a new hard drive, then the restoration process can be more complicated and professional assistance may be necessary. This advice is especially germane to Windows XP installations since Microsoft requires XP to be "activated" after installation and XP is sensitive to changes in hardware configurations. Imaging software is also sensitive to hardware configurations.

The critical point is that one must do "test restores" regularly, at least of a few random data files. Otherwise you may have no warning that the backup system is not working properly or you may find that on the day you need to recover your data, no one in the office knows how to do it.

Rollback Software

System Restore: Windows XP includes a system restore utility. Why does anyone need a system restore? There are several reasons - new software may have decided to "hiccup" and affected the system, or several folders on the hard drive were deleted. A user can choose a point to restore from, and … whoosh! … the system is restored to a definite point prior to the mishap. It is found under system tools.

GoBack by Roxio: This is the most widely known "rollback" software and can also be used with versions of Windows prior to XP. The cost is only $30 for the deluxe version. GoBack is available for Windows workstations only - not for servers. GoBack runs in the background and automatically tracks the changes made to a computer, such as installing new drivers, new programs, deleting files, and other changes. If a mistake is made, the user can choose the point in time to "go back" to, and the computer is reconfigured for that time. Web site: www.roxio.com.

System restore and GoBack are great tools. GoBack is more robust than system restore since it will work outside of Windows. If Windows has crashed for some reason, then GoBack can still be utilized.

Additional Resources: Although a backup procedure is essential for every law office that has a computer, the topic is not one of total simplicity. Readers of this article who want more information may browse the following articles:

www.law.arizona.edu/it/court/writ.html   A series of articles by Winton Woods of the University of Arizona College of Law.

www.pcworld.com/howto/article/0,aid,92894,00.asp An excellent article in PC World entitled, "How to Evade Data Disaster. 26 smart strategies for backing up your most vital files - and recovering them if you didn't."

alamopc.org/pcalamode/reviews/current/R20030102.shtml BackUp My PC. A software review.

www.michaelstevenstech.com A great site for Windows XP issues.

www.computing.net/windowsxp/wwwboard/forum/49584.html A great explanation of how to move Windows XP or how to make a full restore of a backup to a new computer.

www.smartcomputing.com The October, 2003, issue of Smart Computing is dedicated to "Backup Your Data." It can be purchased at many bookstores or ordered from the Web site. Smart Computing also publishes a series known as the Learning Series. The Learning Series is available at bookstores. The April 2003, issue is dedicated to PC Troubleshooting and is an excellent overview of backup and other PC prevention and recovery issues. Copies of the Learning Series can also be ordered individually from the Smart Computing Web site.

Conclusion: This article was written specifically for Joe Doitsumday. "Joe, your hard drive failed over the Thanksgiving weekend while you were eating turkey. It is sitting silently at your office and waiting for you." However, Joe look-a-likes are invited to learn from his experience.

ABOUT THE AUTHORS

John Brewer is an OU graduate and practices law in Oklahoma City. He is a former chair of the OBA LOMT section, an instructor for the OU Legal Assistant Program, a member of the Governor's-Legislative Task Force for Electronic Commerce, and is a frequent lecturer regarding technology. He attended the Internet Law Conference at Harvard Law School in 2001, the ABA Tech Show in multiple years, and has published articles in Law Office Computing.

Sheryl Cramer is president of Cramer Consulting, Inc. Married to a Lawton attorney, Ms. Cramer has worked in technology and management for over 15 years, assisting her husband and other lawyers become efficient, from setting up basic business practices needed to run a law firm to implementing profit and time maximizing technology. She holds a bachelor of business degree and is certified in many programs, to include Time Matters, Amicus Attorney and PCLaw.

Go to www.okbar.org  for articles on:  Wired is Tired - The Future is Wireless o Tips and Tricks for Becoming an Outlook Power User.