Learner Objectives:

1. Understand why data storage, backup, and security of research data are
important
2. Understand data storage, backup, and security methods for research
data
3. Understand best practices for research data storage, access control,
migration to newer storage media, and security of research data
4. Identify an approach to creating a data storage, backup, and security
plan for a project
Introduction
Funding agencies look to an applicant’s data storage, backup, and security
strategies as an indicator of merit. In dealing with data there are many
variables that need to be accounted for. The most meticulously devised
methods for the early stages of research can come to naught without a
sound plan to store, backup, and secure the data. This module describes
those variables and how an applicant can demonstrate readiness for risk.

Storage, backup, and security are interrelated. During the early planning
stages of a project, researchers must ensure coordination for these three
elements. For example, the choice of hardware for storage must be
compatible with the subsequent choices for backup. Both primary and
backup storage must have adequate security mechanisms in place. It is a
continuum, from hard drives to automatic backup to encryption; the project
planning and data management must account for all of it.

What is backup?
In the information technology world, a backup (commonly referred to as data backup) is a digital
copy of computer data that is taken and stored safely on another computer system so it can be
used to restore the original in the event of data loss.

Nowadays, backing up your data is one of the safest ways to ensure that
you’re being proactive about your data’s security. This way, if disaster strikes,
you can rest easy and know your information still exists elsewhere. With the
help of cybersecurity techniques and backup software, you can take the
initiative to protect yourself before anything drastic happens

Because cyberattacks occur more and more often, it seems almost impossible
to assure yourself that your data won’t be corrupted or stolen.

The importance of backup

Backup software offers protection for business data by copying data from
servers, databases, desktops, laptops, and other devices in case of user
error, corrupt files, or a physical disaster that renders critical data
inaccessible. It can also protect sensitive business data in the event of a
hardware malfunction, hacker penetration, and many other threats posed to
digitally stored information.

There are a wide range of backup programs that support data protection
sources, from corporate servers to personal computers. You can store your
data on an external hard drive, but more and more people are choosing cloud
backups.

For the most part, they all serve the same general purpose, but the cost and
scope can vary quite a bit.

Why use backup software?

No matter if your data is personal or business-related, you should think about
backing up your data. Anyone hoping for an additional level of data loss
prevention should consider using backup software to prevent the loss rather
than having to react to it without any backup available.

Although backing up your information onto a cloud storage area is the most
common way to do so, on-premise servers and hard drives are just as
capable. It’s also important to note that multiple copies of backups can be
saved. This can be done by retaining multiple points at once, or by saving the
same backup on multiple drives or clouds.

Additionally, backup software provides the ability to restore data if the original
storage location is deleted. Some software tools may alert you when files
have been lost or corrupted while others may simply update the data itself
once information is lost. Even if the information isn’t lost, but data needs to be
transferred to a new network or device, users can trigger a backup recovery
and provide all of the information to brand-new devices.

If you’re looking to back up data of your own, browse the top backup

software, read unbiased reviews, and find the perfect fit for your needs

What data should be backed

up?
When it comes to backing up business data, a good rule of thumb is to back
up the files and projects that cannot be easily replaced. These can be
anything from spreadsheets, word processing documents, financial
databases, confidential customer data, and even personal files like photos,
emails, music, and videos.
Files and databases are probably the first things that come to mind when you
ask yourself what you should back up, but you should cover more than just
the basics. You should also save your operating systems (if specially or
uniquely configured), applications, program installation discs, registration
information, and configuration.

You should back up as much data as you can (within reasonable measures).
And don’t forget about company-specific mobile devices. Your CMO’s phone
or tablet could contain important data that may not be saved on any other
company computer.

To increase protection, someone in the company can be assigned the task of

managing the company’s backups. Their job is to understand what company
data needs to be backed up as well as setting up a schedule that works.

Remember that every time your company changes services, software, or adds
devices, you should revisit and tweak your backup plan if needed. It’s always
better to be safe than sorry.

When should data be backed up?

Generally, a full data backup once a week is suggested, especially for
classified business data. This backup can take place during the weekend or
after hours on weekdays to ensure it won’t stunt productivity.

You can also set up a schedule of incremental or differential backups to

supplement a full weekly backup. This way, you can save your data more
frequently without having to wait for a full backup to be completed.
Always remember that the more time that passes between backups, the
higher the risk for data loss when you recover that backup

How often should you backup?

The frequency of backups will be a case-by-case basis for individual users
and large scale companies alike.

For example, data that changes every few days may require a weekly or
monthly backup, while frequently changing business data may need daily or
even hourly backups.

Assess how much data you have, its importance, and how often it changes to
develop a backup schedule that works for you.

Backup storage options

In the world of information technology, you have a variety of options when
choosing how to backup your system. A great first step to protecting precious
data is to understand the types of backup storage and select one that suits
you or your company’s needs.

It’s common to follow the “3 in 1 backup” rule. That means storing your data in
three separate places, on two types of storage, and with one copy kept off-
site. This way, you’ll have multiple copies if one is corrupted and have at least
one copy protected from natural disasters.

There are six main techniques you can use to protect your data.
1. External hard drive
An external hard drive is either plugged into or wirelessly connected to the
computer being backed up. Examples of external hard drives include solid-
state drives (SSDs) and USB flash drives.

The reason why external hard drives are so popular is that they’re easy to
use, portable, and can store a large number of files. They can also be used on
any computer by a simple USB cable or wireless connection making them a
great choice if you need to transport data quickly.

To backup using an external backup drive, you’ll connect it to the source

computer with a USB cable. Once you’re connected, you have the power to
choose individual folders and files to store inside the drive. Simply dragging
and dropping a file into the drive icon on your desktop will make a copy of it,
so if you accidentally lose it on your computer, you’ve got another copy ready
to go.

Although external drives are popular, they do have their downfalls. For
example, most users with external drives keep them relatively close to their
computer which leaves the drive at risk of being stolen or of being physically
harmed.

Using this method is a good way to begin your journey into backup, but your
files will still be at risk of other causes of data loss.

2. Backup software
Typically, backup software is more complex to understand and configure than
other storage options. The upside to utilizing this software is that it allows you
to select what data and systems you want to backup as well as where you
want them backed up to.

Backup software services, as a whole, can help companies manage their data
much more closely. Plus, most backup services offer encryption which
protects your data from damage caused by cybercrime and technological
malfunction.

3. Tape backup
When a disaster occurs, you want to make sure you store a copy of your data
in an offsite location at least 100 miles away from your main data center. This
is where tape backup comes in.

If you use this method, you’ll store copies of your data on tape devices which
you’ll ship to a remote location. Modern tape technology such as Linear Tape-
Open 8 (LTO-8), allows you to store up to 9 TB of data on just one tape. This
makes them highly efficient if you need to store a large amount of data.

Although tape backups have been used for decades, the downside of this
method is the long recovery time since you need to physically ship the tape to
and from the backup location when you want to recover your data.

Tape backups also have limited recovery options. You can’t recover one file
from the backup, just the entire system. Plus, you’ll need a tape drive or tape
library to create your backups and recover your data, which tend to be
expensive.
4. Cloud backup
As discussed earlier, cloud backup allows you to backup your data to a server
in a remote location. Many users prefer this method because it makes backing
up and managing your data much easier. You can access it at a moment’s
notice on any device via your internet connection.

Although the cloud isn’t tangible, it’s one of the most popular backup solutions
due to the ease of use and because you don’t need any hardware as you do
with most other backups.

Services like Google Drive, Microsoft OneDrive, and Dropbox are all under the
“cloud” umbrella. You can save your files, documents, and work to a service
like this and sync your account to other computers and devices. This will carry
your data over no matter what type of device you’re using. As long as you can
log into your account, you will have access to your data.

Users love cloud backup because of its safety. If your computer or hard drive
dies, your files will still live online for as long as you want them to. Keep in
mind that many of these cloud services only offer you a few GBs of free
space. If you want to store more, you’ll have to pay for it.

Tip: Cloud data security software is used to secure information stored using cloud
services or within cloud-based applications. These tools can facilitate data security by
enforcing policies related to cloud access control and storage. Browse the top cloud
data security software on G2 to protect your data now.

Public cloud storage

With a cloud backup, you can choose from public or private storage options.
Examples of public cloud storage include Google Cloud, AWS, and Microsoft
Azure.

When you choose to store your data on public cloud storage, you’ll ship your
data to a cloud service provider. This provider lets you choose a storage plan
that works for you and charges you a monthly subscription fee based on how
much you use.

Private cloud storage

Private cloud storage backs up your data to different servers within a
company’s firewall. This is usually between an on-site data center and a
separate disaster recovery (DR) location. Because of this, private cloud
storage is sometimes called internal cloud storage.

Hybrid cloud backup

Hybrid cloud backup involves both your cloud system and an on-premise
storage medium. This storage medium is usually kept in your office building or
wherever you usually do work.

It works as your local backup that keeps your data handy if you need to
access it quickly. The same backup will sync to the cloud. If, for some reason,
your physical data is compromised, you’ll still have access to your data
through the cloud backup.

Note: There will always be communication between both parts of your hybrid cloud
environment. This way, your data will be the exact same no matter where you access it
from.
5. Hardware appliances
A large number of vendors provide complete backup appliances. Typically,
these appliances boast large storage capacity and contain pre-installed
backup software.

All you need to do is install backup agents on the system you want to backup,
configure your backup policy, and set a schedule. The data will start backing
up after these steps are complete. Similar to many backup solutions, you
should isolate the appliance from the local network, preferably in a remote
location.

6. Removable media
An outdated yet simple solution is to backup your data to removable media
such as CDs, DVDs, and USB flash drives.

This backup solution is only feasible if you don’t have much data to store. If
you have a large amount, you’ll need to back it up on multiple disks. This can
make recovery tedious and complicated.

A downside of removable media is their susceptibility to natural disasters. If

they’re not stored in a safe location, they may be damaged.

Backup recovery
Recovering data from a backup requires the restoration of data usually to its
original location, with the exception of restoring it to another location where it
can be used in place of the lost data. This backup copy is stored to a medium
such as an external hard drive or a tape to separate and protect it from
possible data loss due to software or hardware failure.

Recovering your data is a strategy that allows a person or company to

maintain control of their backup after a natural disaster or after various data
loss events like theft and intentional damage.

Think of it like this: backup is the process of storing a copy of your data for
safekeeping, while backup recovery is the process of restoring that data in the
event of a data loss event.

Data loss happens all the time. It can be a result of hardware failure, data
corruption, or even by human interference like virus or malware attacks and
accidental data deletion. Having a backup copy will help you restore the data
that was affected in order to get your business back on its feet after one of
these disasters occur.

What’s the best backup

solution?
When it comes down to it, the best backup solution is the one that fits your
needs. Every person, company, and organization has unique needs when it
comes to their data, and the right solution for you depends on the kind of data
you’re storing.

When you’re on the hunt for your own backup solution, there are a few things
you should look for: