Laptop users need another option, as the machine isn’t always connected to the network. The best practice for them is to store all their documents in the c:\My Documents folder and synchronize with the server when they log in. Here’s how to set up their login file:
@echo off
net use X: \\server\common
net use Y: \\server\user$
xcopy “C:\My Documents\*.*” “Y:\My Documents” /M /E /Y
This is the same as our first file but with the xcopy command added. This line is copying all files from the C: drive of the laptop or local computer to the user’s My Documents folder on the network share. It will be annoying when the connect to the network but will keep the data safe. The end switches are as follows: /M copies only files with the archive attribute set and then turns off the attribute, /E copies all sub directories and files, /Y indicated yes to overwriting files with the same name. The last two are pretty straightforward, so let’s talk about the archive attribute. Each file has an attribute called archive that can be on or off. Most applications can turn this on or off, including basic DOS commands, Windows Explorer, even File Manager from Windows 3. The concept here is once the file has been copied over the archive attribute is set to off. When the file is worked on and saved it’s automatically turned back on. When xcopy is run again it only looks for files with archive on and leaves the others that haven’t been worked on since the last backup. Quick and easy.
Now we have basic file protection set up through shares on the server and users storing all documents in those shares. Our second backup script will protect machines that infrequently access the network by copying their documents when they do connect. Now our only concern is keeping the documents on the server backed up and secure. I’d like to believe that anyone who sold you a small business server included a tape drive in that machine, but this isn’t always the case. Recommended is a twofold backup strategy; RAID 1 mirroring of hard drives and tape backup for archiving.
RAID stands for redundant array of independent drives, and type 1 keeps a mirror image of one hard drive on a second hard drive. This can be accomplished via software to save money or via hardware for speed and operating system independence. This way if one hard drive fails the second mirror image has all your data, safe and secure. For more information read our RAID glossary.
To archive all documents you need large capacity removable storage. If your data is less than 4.7 GB I heartily recommend a DVD writer. Less than $600 for the drive and $20 per rewritable disc means you can have a fast backup and one month archive for $1000. If your data goes beyond that size a tape drive is your best choice. Ranging from 8 to 100 GB per tape it’s the way to go. Check our tape technology comparison for more information. The built in backup software in any server OS can be used to archive your data files. If you want “disaster recovery”, which means you boot from a disk and reload your entire system from tape, you’ll need additional software. It’s a good idea with any backup media to take a copy home with you, just in case the building is destroyed.
The focus of this article is keeping user data safe and sound. Combine the few simple procedures and all your business data will be safe.
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