In fact, effective backup strategies ensure the ability to recover in case of hardware failures, cyber attacks, and natural calamities.
This article shall explain the concepts of backups and availability with an emphasis on hardcopy data, electronic backups, and software escrow arrangements.
Hardcopy Data
Hardcopy data simply means physical documents and records that each organization maintains in the course of its operation. While much focus has been directed towards digital data, hardcopy data remains important for purposes of legal compliance, historical reference, and continuity in operations.
Importance of Hardcopy Data
- Legal Compliance: Most industries are required to retain hardcopy documents for regulatory reasons. For example, healthcare organizations must keep patient records in hardcopy format to cater to the requirements of HIPAA.
- Historical Record: Hardcopy records can also serve as a historical record of information that might not be digitally maintained. For instance, companies often have original documents or historic contracts available in hardcopy format only.
- Disaster Recovery: This is the case where, upon a catastrophic failure of the digital systems, possessing hardcopy records of that information becomes immeasurably valuable for recovery efforts. For example, if a fire were to destroy a company’s data center, hardcopy backups could allow them to rebuild lost information.
Real-Life Example: Document Preservation at a Law Firm
The law firm maintains hardcopy files for all its clients. In fact, these hardcopy files are the backup for their electronic records. In the case of a ransomware attack that compromises electronic files, the firm continues with its operations with the hardcopy documents as it restores its digital systems.
Electronic Backups
Electronic backups involve the creation of digital copies, on various platforms such as servers, databases, and cloud environments, for those pieces of data that are deemed critical. Such types of backups are very instrumental in the restoration of data in case any form of disaster occurs, such as hardware failure or cyberattacks.
Backup Strategies
- Full Backups: A full backup includes a complete backup of all data at any given time.
- Incremental Backups: Saves only those changes which have occurred since the last backup.
- Differential Backup: This type of backup captures those changes that have occurred since the last full backup.
Importance of Electronic Backups
- Data Recovery: Electronic backups provide an avenue to restore files in case of loss due to unintentional deletion, ransomware outbreaks, or data center outages.
- Regulatory Compliance: Most organizations are compelled by regulatory requirements to maintain backups.
Real-Life Example: A Retail Company’s Backup Strategy
An institutionalized e-backup strategy for a retailer would involve day-to-day incremental backups and full backups once a week, on-site and online in the cloud. In such a way, sales data is rapidly recovered in the event of any system failure with minimal wastage of time.
Software Escrow
In simple terms, software escrow is the process by which source code or software applications are kept in a safe third-party repository. It becomes very important for institutions relying on proprietary software provided by vendors.
Software Escrow: Benefits
- Protection against Vendor Failure: Should a vendor go out of business or fail to support their software, an organization may access the source code and upgrade or maintain the same.
- In addition, risk mitigation may ensure continuity of operations by making critical software components available.
Scenario: A Technology Firm Using Software Escrow
As a result of the dependency on vendors, a technology firm puts into service a custom-developed application provided by a vendor. They put the source code in escrow to hedge against any Vendor Risk. If the vendor goes bankrupt or for other reasons is no longer supporting the software, they can get the code and continue operations without hindrance.
Conclusion
Good backup and availability practices form part of the organizational resilience for today’s complex threat landscape. By understanding the value of hardcopy data, robust electronic backup strategies, and software escrow arrangements, organizations can plan better responses to disruptions with continuity of operations.