Office backup

Backup server and/or workstations

Firstly there is no single backup solution which covers every eventuality – accidental file deletion, workstation hard disk failure, server failure, premises being broke into and all equipment stolen or damaged, premises burning down, serious malware attack, ransomware attack etc.

Other factors to consider when backing up is the amount of data from one backup to the next, ease off access and encryption. You also may wish to consider cost.

The most efficient backup is to use a series of removable disk drives which contain a small program to carry out your backups. These may be disconnected, protecting your data from every type of data loss.

What is a NAS?

A NAS is a Network Attached storage device which in its most basic guise, is just a shared folder on your network. Modern NAS’s now come with built in (FREE) backup programs built in and this document is about them.

Use a NAS as a data server

Yes, many of our clients use a NAS as a replacement for their office server. Very low cost, secure, fast and no real maintenance makes them an ideal data server. And yes, a NAS set up this way may also be used to backup your workstations.

Backup your server to a NAS

There are 2 main ways to backup your server;

1	Full disk image.	Useful when you may need to do a full server recovery including all installed programs. Can be used to backup open files such Exchange server data and SQL but these should be backed up separately.
2	Data only.	Just backs up the changed data.

When using a NAS, it is possible to do both although, only the full disk image is really needed.

It is possible to install a program onto your server(s) which will backup data (not SQL or Exchange) folders every time there is a changed file.

Imaging is best carried out with a professional program and we use EaseUS ToDo to be excellent. This is usually set to backup an entire server (depending on volume of data) to a NAS. Individual bits of data can be recovered on any attached workstation. In a worst case situation, an end user may boot from a USB on a replacement server and recover the entire server OS and data onto different hardware.

EaseUS also has an email address used to send you status reports.

Backup a workstation

Workstations really shouldn’t have data stored locally but if they do, it can be backed up to the NAS with a free program.

Typical NAS

We usually use Synology as they cover everything needed.

We recommend using a 2 disk NAS configured in RAID 1 to help with drive failure. Each NAS has its own email address and it can be configured to give you maintenance updates, backup confirmations and status so you know what’s going on.

Backup your NAS

If the NAS is on site and attached to your network then the data on it is potentially as vulnerable as a Microsoft Windows server. The best way to protect your self against an attack which wipes or encrypts data on your network or physically destroys your hardware is to have a remote or disconnected backup.

To this end, you can acquire a 2nd NAS and store it at a remote location (We host these for £8.30/month + VAT). If you have multiple premises, you could have your NAS’s backup to each other. If you have decent internet speed at home (preferably with a static IP), you could use your home to house your backup.

Using a remote NAS is dependant on many things and any one of them (someone unplugging it, change of external IP, change of router etc), can cause problems so these tend to require some sort of maintenance.

Disconnected backup drive

On top of all of this, we would still recommend using external USB drives, manually used as backup drives.

Costs

These costs are rough estimates at time of printing. If you need an up to date quote, phone Megganet.

Typical basic Synology dual hard disk NAS are around £290.

Something with a bit more oomf (Synology DS720+, larger office, larger files and higher quantity of files) £340.

2 x 2TB NAS optimised Western Digital hard disk drives £80.

2 x 4TB NAS optimised Western Digital hard disk drives (The faster CMR version, 5 year warranty) £109.

If the NAS is to be used a data server for your network, I recommend using enterprise grade hard disk drives and if performance is an issue, I recommend using Enterprise grade SSD’s.

Windows server backup software, EaseUS ToDo can only bought in $ and currently costs around £300 when converted to Sterling.

Example prices

In this example, you need to backup your workstations main data folders and your server. For an onsite and offsite 2TB backup system you would need 4 x 2TB drives + 2 x NAS’s + EasuUs ToDo.

Qty	Description	Each	Total
4	2TB NAS standard hard disk drives	£80	£320
2	Dual drive NAS (With RAID)	£290	£580
1	EseUs ToDo	£300	£300
1	Installation (1 day). Includes setting up POP email accounts for the devices and software to use to email you status reports	£180	£180
	Total		£1380

Low cost option, single drive system, without RAID.

In this example, you need to backup your workstations main data folders and your server and you wish to backup your NAS to another NAS in a remote location. In this example, you are using the NAS as your fileserver (no Windows server to backup).

Qty	Description	Each	Total
2	2TB NAS standard hard disk drives	£80	£160
2	Single drive NAS (Without RAID)	£140	£280
1	Installation (1 day). Includes setting up POP email accounts for the devices and software to use to email you status reports	£180	£180
	Total		£620

Contact Megganet to discuss everything from drive sizes to delivery and installation. I personally recommend using external USB drives to backup yur NAS as a 2nd layer of protection.

Extras

Ideally, your NAS should be protected by an uninterruptable Power supply (UPS).

We also recommend you backup your accounts, wages and other programs which have their own backup procedure, separately. I.e. SAGE has its own backup procedure which you should use to back up its data to an external USB drive. This way, you have your data immediately to hand.

Security

Data encryption can be enabled on all systems including USB attached drives.

All prices are + VAT.