Media Vault

Why Data Protection?

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WHY DO I NEED DATA PROTECTION SERVICES?

Studies have shown there is a 100% certainty of losing critical data from every computer enterprise at least once in a five year period. For those businesses that follow "best practices guidelines" for protecting their data, recovery can be simple and easy; those who don't are very likely to cease operations within two years.

Protection of critical and compliance data must be taken very seriously. Your job may depend upon it.

Recovery of lost data can be very expensive.

Critical data loss is expensive, may involve illegal acts, and can seriously threaten the continued survivability of the unprepared business.

Sarbanes - Oxley law provides civil and criminal penalties for some companies if data supporting financial reporting cannot be recovered on a timely basis.

  • A large distributor of periodicals and newspapers operated via branch offices throughout the United States and Canada. The home office relied on wide area networks to receive critical data input from the field, but depended on each branch to protect its own locally produced data. One branch, located in a downtown office, was destroyed by a fire, which consumed the entire row of buildings in the block. Having faithfully backed up their critical data, the staff relied on a fireproof safe in an upstairs office for protections. It took seven days for the fire department to cool the ashes enough to permit a search for the safe. It was found in the basement cavity and when opened the company found the plastic covering for their media has melted and the tapes were unreadable.
  • The State of Ohio backed up critical data from one of their networks to a removable storage device, but delegated responsibility for offsite storage to and IT intern. The intern's car was broken into and the device stolen. The device contained personal data of a large number of state employees.. The state incurred an unbudgeted expense in excess of $3,000,000 to implement identity theft and credit monitoring measures for the affected employees.
  • Soon after the word of the 9/11 World Trade Center disaster began to spread, a nearby company began to activate their disaster recovery plan. A data protection company delivered critical media to the client's recovery site located on Long Island in time for recovery operations to begin by 3:00 PM the same day. The company survived and has now fully recovered.

WHY AM I AT RISK?

Data in electronic form is vulnerable to loss or corruption unless protective measures are taken. To insure the survival of their critical data IT professionals have adopted a series of best practices to eliminate or mitigate the risk. All credible threats must be taken seriously.

Internal threats include equipment failure, power surges, employee dishonesty, sabotage, fire, flooding, and environmental contamination, employee negligence, carelessness, user error, unintentional mistakes or improper operating procedures.

External threats include acts of nature (such as hurricanes, tornadoes, floods, blizzards, and earthquakes), power failure, communication failure, environmental contamination, urban riots, strikes, localized explosion and transportation disasters

CONSEQUENCES

Data compiled by the Disaster Recovery Institute finds that the majority of businesses experiencing a serious loss of critical data will fail within two years. The reason is simple: They are not prepared to deal with the consequences. These include bad publicity, loss of customer confidence, loss of internal workflow, loss of sales capability, inability to process customer orders, loss of cash flow, and the extremely high cost of manual restoration of critical databases. In short, a business that is unable to quickly recover computer operations is at high risk for failure.

RISK MITIGATION AND ELIMINATION

The diligent IT professional who understands and follows approved best practices guidelines will design programs and procedures that will cover all credible threats. However, many small and medium businesses may not have access to such knowledge. Offsite data protection professionals can help you develop a plan that prepares you for a full and timely recovery. Their facilities and services are designed with these concerns in mind to provide you with adequate protection.

HOW CAN AN OFFSITE DATA PROTECTION COMPANY HELP?

Your offset data protection company can assist you with developing your disaster recovery plan and a backup strategy. They can work with you in determining your business requirements, recovery point objectives and back methodologies. Recovery point objectives have been traditionally associated with restoring specific operations and data, but are increasingly being concerned with corporate governance and privacy legislation. All of these issues should be reviewed to determine your resource allocation in dollars and manpower, as well as offsite data storage requirements. Once your expectations are clearly deigned, they can be converted into a Service Level Agreement (SLA) between you and your offsite data protection vendor to provide certain critical services. Basic data protection services include the following:

CONTROLLED ACCESS

Controlling who has access to your critical data is a matter of serious concern. Your data protection vendor will advise you in setting up protocols and levels of access for you and your staff. Thereafter, these will be strictly enforced, ensuring that only authorized persons are able to gain access to your offsite media. Visitor access to the facilities is closely controlled, and is not permitted unless they are properly identified and have a clear reason for being there. No one other than your authorized staff and member employees are ever allowed direct access to your media.

FACILITY SECURITY

Offsite data protection facilities operate in a high security, fire resistive environment. Security features include central station alarms, automatic fire suppression systems, video monitoring systems, zone controls and strict standard operating procedures. Security systems and operating procedures. Security systems and operating procedures. Security systems and operating procedures have been expanded to cover courier vehicles as well. Employees undergo background checks and periodic drug testing.

ENVIRONMENTAL CONTROLS

Media vaults are designed to provide a clean, climate controlled environment which will meet the standards established by media manufacturers. Temperature and humidity are maintained within established ranges. Vaults are kept dust and contaminant free.

EMERGENCY ACCESS

Emergencies happen, often at times which are very inconvenient. Your offsite data protection vendor offers 24 X 7 emergency access to your media. If your system crashes in the middle of the night or at half time of the Super Bowl, a phone call will get your backup media delivered to you quickly and securely.

COURIER SERVICE

Once your backup strategy and schedules have been determined, it is important to send the removable media offsite as quickly as possible. Your offsite data protection vendor will assist you in this task by providing scheduled courier services. Courier vehicles are well maintained, climate controlled and equipped with security alarm systems. Many vendors also track vehicle routes and locations via GPS tracking systems.

INVENTORY TRACKING AND AUDIT TRAILS

Offsite data protection companies use sophisticated software tools and bar code technology to track clients' inventories. Use of these features, along with strict standard operating procedures, ensure accuracy, accountability, and reliability in protecting your offsite media. In today's regulatory environment your vendor is prepared to assist you in proving chain of custody and in providing audit trails for all media entrusted to their care. Often they are able to provide clients with secure, online access to their records inventory.

DISASTER RECOVERY AND TESTS

Recovering from a disaster is the raison d'�tre for offsite media storage. your offsite data protection vendor will work with you to pre-determine the required response when your plan is activated. They will become your partner in assisting you with your recovery. Periodic tests are a frequently overlooked, yet essential part of recovery plans. Your vendor will approach tests in the same way they handle fully declared disasters. You can consider them a member of your recovery team.

BENEFITS OF WORKING WITH AN OFFSITE DATA PROTECTION COMPANY

Your offsite data protection vendor provides complete offsite data protections services for all types of magnetic and sensitive media. Their services can be customized to meet your exacting standards. You can expect the following benefits:

EFFICIENCY

Your vendor can become and extension of you IT staff by perfuming functions that will free them up for more productive tasks.

ACCURACY

State of the art software tools, standardized operating procedures, and a well trained, professional staff will insure accuracy in your vendor's business transactions with you.

ACCOUNTABILITY

Trust is the most important element in your relationship with an offsite data protection vendor. Their software systems know exactly what media is located at the facility, to whom it belongs and where it is located. When auditors demand high standards of accountability, offsite data protection companies are prepared to meet their requirements.

AUDIT TRAILS

Many clients must meet strict regulatory requirements. Chain of custody and tape movement history issues are often the subject of performance audits. Your vendor is prepared to proved documentation for all transactions and to provide evidence of those transactions in a court of law.

RELIABILITY

Your offsite data protection vendor is prepared to meet both your scheduled and emergency needs on a 24 X 7 basis. When you need them the most, they will be there.