For at least the past 20 years, tape-based backup systems have been the way to copy critical information from computers to take offsite. Now, this technology is starting to get some competition that’s worth examining.

Tape backup systems are reliable and most are sold along with backup software that can be programmed to copy all files during the middle of the night. The tape drive can be built into the server or computer on which files are being stored. When configuring a tape drive, it’s best to purchase one that can back up an entire server’s hard drive in a single pass on a single tape. That way, if the backup is scheduled overnight, no one need be in the office to swap tapes when the first one is full. Depending on the drive’s capacity, tapes can cost up to $30 each.

The tape backup software should be configured to notify the firm’s administrator (or equivalent responsible person) that the backup was successfully completed. Most such software cannot make copies of programs that have been left open. Firms using Microsoft-SQL-based applications, which include many billing and case management programs, either must set up their SQL applications to make disk based backups that get copied to tape, or purchase more expensive versions of backup software that will include SQL data files.

Tape based backup systems suffer from several weaknesses. The tape drive must be cleaned to ensure reliable copies over time and the tapes themselves should be replaced. Most vendors suggest purchasing at least 10 tapes so they can be alternated over a two-week period. Relying on one person to regularly substitute the day’s tape is one limit of such backups.

The other big issue is many firms’ failure to regularly move recent tapes offsite. While New Jersey has been spared the brunt of hurricanes and earthquakes, we’ve had our share of floods, fires and other disasters. Changing tapes daily is important, but taking them offsite is even more critical. The increase in home based offices creates another challenge as there is no alternative location for the tapes. Ideally, the offsite location should be far enough from the office that it wouldn’t sustain the same disaster.

In the event you can’t return to your office for an extended time, you’ll also need a copy of the backup software and the ability to purchase a compatible tape drive to restore the data onto a temporary or new permanent server.

Copy applications

In addition to copying data, I’ve always recommended regularly backing up critical applications with tools built into the programs. For billing and practice management systems, it’s a good idea to use these tools daily. Some programs automatically name those files by the weekday, so a backup made on a Tuesday will be written over the next Tuesday. If your software doesn’t do that, consider changing the names of the backups so there are multiple versions of data stored on the server. These files, in turn, also will be on the backup tapes, providing more options from which to restore, if necessary.

These backup systems, while relatively inexpensive (compared to recreating data from scratch) rely on human intervention to ensure they’re working properly. That requires the entire staff close their applications each night and someone changes tapes each day, taking the last one offsite and returning it when needed.

Server hard drives get larger each year. A typical server four years ago might have had 18GB drives. Today, a similar server will have 80GB, requiring a larger tape to back up the entire system. If using a computer intended as a server, it probably has a second drive making a copy of everything, so should the first drive fail, the second automatically takes over.

Updated advice

Years ago, the standard advice was to back up the entire system to allow the entire tape to be easily restored onto a new server, if needed. On a practical level, this doesn’t work as well as it used to. Before Microsoft Windows took off, the files needed to restore most applications were located in their own program folders. With recent versions of Windows, a typical program will have files in its own program file as well as in the Windows system folder and internally in the registry.

As a result, unless you’re using a program like Norton’s Ghost, which makes a more complete copy of applications, you cannot — and generally should not — restore an application from a tape. To be clear, tapes are suitable for storing documents and data from important applications but may be more limited in restoring the programs used to access those files. It’s important to keep original program disks with their installation information in a safe place. One option is to make a backup copy of the program CDs; depending on the software, though, this may not always work.

Part of the backup strategy should include the assumption that if you’re starting on a new server (this also would be true for upgrades), you will reinstall all the software, then transfer the data and files separately. This is where some of the newer options for backups may be suitable.

Newer backups

While server hard drives have gotten bigger, the prices of DVD writers and removable hard drives have dropped. A USB hard drive with 60GB or more storage starts around $125 and includes software for making backups that can easily be moved elsewhere.

Similarly, DVD drives offer an easy way to back up data that can be taken offsite. Data DVDs hold more information than their CD cousins. While CD disks hold 650MB, the typical DVD holds 4.7GB, a substantial increase. The drawbacks of DVDs are that standards are not fully developed so DVDs created in one drive may not work in another, and the time to burn a DVD can be longer than desired and slow the computer while data is copied.

The new kid on the backup block is internet based, which wasn’t practical during the years of dialup access. But as firms have migrated to high-speed access, the prospect of copying critical data from the server to a remote location becomes appealing.

Vendors range from startups to divisions of well established companies. Among those to consider are: I-backup (ibackup.org), Evault (evault.com), LiveVault (usdatatrust.com), Data Protection Services, (dataprotection.com), NetMass (systemrestore.com), ESureIt (intronis.com) and Swap-drive (swapdrive.com). An internet search for “internet backup” will yield even more vendors.

Those tools vary in terms of their ease of navigation. Prices still seem astronomical when compared to more traditional backup systems. Typical of the offerings is Ibackup, which offers several levels of protection. At the low end, about $100 per year will store 5GB on its server; 10GB costs $200. An additional level of security called “snapshots” offers 10GB for $350. This option allows users to look back over a 10day period when choosing what data to restore as well as enable them to include SQL or open files as part of the backup. Ibackup seems more reasonably priced than many competitors.

Choosing the data

Those who have servers with a 30GB hard drive must be choosy about what data to backup online. Depending on how the firm does e-mail and what tools are being used, there could be valuable address books and files on individual computers that aren’t backed up anywhere. Online solutions do incremental backups so they aren’t copying the same document each night unless it’s been changed. They can be set to copy at a scheduled time and offer peace of mind.

One important consideration is whether these companies will be around for the long haul and whether you’re comfortable having your data in cyberspace. While encryption and password protection are included, the companies also must have the financial means to stay in business so they’re around when you need your data. Whichever company you choose, you must carefully select what data to back up remotely since the cost jumps with each gigabyte.

Whatever option, be sure to make regular backups part of your daily routine. If something goes wrong, you want as many options from which to choose.

Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. Copies of previous columns are on her company website, www.losinc.com. For information about her quarterly meetings for Time Matters users, check the website or e-mail info@losinc.com. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section.

Questions for Carol L. Schlein on law office technology may be faxed to New Jersey Lawyer at (732) 650-7010, e-mailed to news@njlnews.com or mailed to “Law Technology Questions,” New Jersey Lawyer, Edison Square, 2035 Lincoln Highway, Suite 3005, Edison, N.J. 08817.