SITSS Helpdesk
Tel: 01438 844777 Fax: 01438 844936 email: sitss.network@ lea.herts.sch.uk
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Backing Up & Data Security

Data security is an important part of a schools Risk Assessment, and with so much information stored centrally on hard disk, it is essential that it is efficiently backed-up on a regular basis.  Hard disks can occasionally fail, and are susceptible to theft, fire, flood, user error or virus attack. As important as a fire drill in school, is a test restore to check that your back-up system is working adequately.  

Back-ups are generally run at night, when all users are logged out. There are 3 choices of back-up device depending on the volume of data to be stored, with the options of full back-up, or selective back-up which will need to be specially configured to the schools requirements. Servers will require a tape system in order to back up all the data. 

Tape Back-Ups

Tape storage is the usual method of backing up large amounts of data, ranging from 12gb to many terabytes.  However, the cost can be preclusive for small organisations.  he Travan drive is more affordable, and offers a capacity of 20gb, which can be run overnight.  DAT (Digital Audio Tape) also provides 20gb, at a much faster speed, though more expensive. The newest technology, and therefore, more expensive are Sony AIT drives, starting at 35gb to 100gb, with tapes lasting 4 to 5 years. With the exception of AIT drives, all other drives must be cleaned once a week for the warranty to be valid.  There are internal registers recording the cleaning process.

Magnetic Disks

The Iomega Zip drive is available in 3 sizes:  100mb, 250mb and 750mb and is only suitable for selective back-up routines. Spanning multiple disks is not reliable, and only suitable for certain tasks.

Optical Disks

Both CD and DVD can provide back-up facilities.  However the CD-R/RW is only suitable for selective back-up. The cost of DVD drives has dropped, and capacity is being improved to double the current 4.7gb, so this could be an option in certain circumstances, in the near future.

Hard Disks

Removable or portable hard disks have good capacity and speed, and should be connected using USB2 or IEEE-1394B for good performance. For a good recovery strategy you will need at least 6 drives, making the cost comparable to the AIT tape drive.  

RAID (Redundant Array of Inexpensive Disks) requires an additional case to house the drives, and works by providing a mirror disk from which data can be reconstructed. However, this method is not guaranteed to protect against all forms of failure, particularly theft, fire, flood or user error.

For Peer-to-Peer systems with simpler configuration of office master machines, and providing the application software and license keys are available, a tape drive is likely to be the most suitable for backing up Dinner Money, SIMS and TRACA.

Media Storage (for all backing-up methods)

Back-up media should be kept at a stable temperature, dust-free, out of direct sunlight, and unscratched, with license keys in a secure place. The best solution for the storage of back-up data is in a fireproof safe located in another room; or off-site, though this can be a problem if a file is needed urgently.

Click on Computers for School Management for current price information for backing-up hardware

Downloads for Hertfordshire schools

How to check your back-up has worked 

(to be posted shortly)

Back Up Devices and Data Security

• Word97, 55.0kb/4pages, 21/11/2003, data_security.doc