💾 Data Protection & Backup Strategies

Measures to Protect Computers and Data

There are many threats to information systems used by organizations and individuals. Threats may be external, internal, accidental, or deliberate. Understanding the differences is crucial for developing effective protection strategies.

Threats

External Threats

Examples of external threats include theft of equipment or files, industrial espionage, viruses and malware, and hackers gaining unauthorized access.

Internal Threats

Examples of internal threats include disgruntled employees who deliberately damage or erase files, employees who accidentally lose or damage data, or staff who leak confidential information.

Accidental Threats

Accidental threats include damage from fire, water or smoke, power loss and surges, software/hardware incompatibilities, and intermittent system or hardware failures.

Protection of Data

Backup Procedures

Organizations keep backups to ensure systems can be restored after failure. Backups are part of a broader strategy to protect accuracy, integrity, timeliness and availability of data.

Types of Backup

• Full backup — every file is copied to the storage medium. It is comprehensive but may take a long time.
• System backup — only system files are copied so the operating system can be recreated (user data not included).
• Incremental backup — only files changed since the last backup are saved, using specialist software.
• Selective backup — particular files chosen by the user are backed up.

Making Backups

Formal procedures and specialist software are commonly used. Typical strategies combine regular full backups (e.g., weekly) with incremental backups (e.g., daily), and backups are made to different storage media.

Testing of Backup Strategy

It is necessary to verify that backups can be restored correctly. A test environment should be used to check that backup files are complete and that systems can be rebuilt successfully from backups.

Individual users can use built-in backup utilities (for example, Windows Backup in Control Panel) to safeguard personal files.

Data Security

When data is shared among many users it becomes vulnerable to improper access or misuse. Security measures ensure accuracy, integrity, timeliness and security of data.

Factors Affecting Data Security

• Procedures for updates: additions, deletions and modifications of data.
• Access controls to ensure only authorized users can view data.
• User privileges to control who can modify or delete data.
• Backup procedures to protect data integrity against failures.
• Protection against external threats: hackers, viruses, power failures and disasters.

Threats to Data and Files

Backups protect against loss from many situations:

• Power surges or failures that can damage disks — many organisations use a UPS to allow controlled shutdowns.
• System software faults and software conflicts that corrupt files.
• Computer viruses that damage files — anti-virus software helps but must be kept up to date.
• Hardware malfunction where software may need reinstallation after repair.
• Physical damage to hard disks caused by movement while in use.
• Accidental deletion or unwanted modification of files by users.
• Theft or loss of computers — backups enable recreation of lost files on another machine.

Storage

Data is commonly stored on hard disks, optical disks, tapes (for backup) and flash memory. High-integrity systems may use disk shadowing to maintain up-to-date copies of data.

Secure and reliable backup procedures are essential to ensure ongoing data integrity.

Storing Documents for the Future

The longevity of a document depends on the technology used to produce it and the storage medium. Digital documents require careful planning to ensure future readability.

Recreating a Document from a Computer File

The ease with which the document can be retrieved and recreated depends on:

• The computer operating system
• The software used
• The format in which the document is saved
• The technical demands of any compression or encryption applied to the file

Identifying a Document

A document prepared using a computer is distinctively recognized by the operating system and the software used to produce the document.

Disk Storage Formats

If a document is to be accessed in the future — perhaps five, ten or twenty years from now — the storage medium used to archive the document is a factor in determining longevity.

Opening a Document in the Future

Although a document can be stored on many media, there is no guarantee it will be retrievable in its original format. Challenges include changes in operating systems, availability of software, and compatibility issues.

Disasters

A disaster is an event that occurs suddenly, generally with little warning, and causes significant damage. For ICT systems, a disaster renders an organization's computer systems unusable or inaccessible.

Natural Disasters

Catastrophic events — floods, cyclones, earthquakes or fires — can destroy buildings and equipment, requiring systems to be rebuilt from scratch.

Technical Failures

Man-made or technical failures may interrupt services. Examples include loss of telecommunications, key switches failing, or wireless technology disruptions.

Disaster Recovery Plans

Disaster recovery plans help organizations recover from events that prevent normal operation. Key components include vulnerability assessment, team roles, communication protocols, and restoration procedures:

• Key areas of vulnerability that will affect the organization
• Definition of what the organization regards as a disaster
• Identification of the disaster recovery team and roles
• Communication protocols for the organization and external partners
• Full description of backup and restore policies
• Description of hardware and software that may need recovery
• Location of off-site facilities and alternative processing capacity
• Contact details for all key personnel
• Steps to be taken in different scenarios (e.g., fire)
• Processes for damage assessment and recovery of systems or services