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How to Protect Your Data From Loss as a small or medium business and NFP Organisation. Introduction Analyse Your Data Assets Types of Threats to Your Data Calculating the Impact Recommended Backup Practices Overview of Solid Data Solutions. Agenda. 1. 2. 3. 4. 5. 6.
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How to Protect Your Data From Loss as a small or medium business and NFP Organisation
Introduction Analyse Your Data Assets Types of Threats to Your Data Calculating the Impact Recommended Backup Practices Overview of Solid Data Solutions Agenda 1 2 3 4 5 6
Turn back the clock 15 years… • Did you have an email address? Computerised accounts? Customer database? • Your data is critical – and growing fast • Data are growing exponentially due to widespread use of the Internet, email, and media-rich software. • As early as 2002, International Data Corporation (IDC) projected a dizzying annual data growth rate of 80%. • The good news is that you can: • Gather information more quickly • Increase communications with your customers/vendors • Transact business more efficiently Your Data is Now Driving Your Business
Financial Data • Are you running MYOB, Quicken • Operational Data • Databases of members, sponsors, or stakeholders • Documents • Procedural, marketing, management, fundraising, policy and other documents • Communications • Emails, faxes, voicemails What Types of Data Do You Have?
Favourites • Your bookmarks and favourites • Configurations of Your Software Setups • Usernames, config files, • Save yourself from reloading all from scratch • Downloaded files • Documents, images, files, programs • Website • Source files, pages, images, captured data But Don’t Forget
Did you realize that you open your business to potential risk whenever you… • Download something from the Web? • Open an email attachment? • Access the Internet wirelessly? • Let a guest user onto your business network? • Let an ex-employee get access? • Have an electrical storm or fire? The Bad News: Risks to Your Data The protection of your data is up to YOU!
Data loss is real… • 6% of computers will lose data EVERY YEAR • Given the number of PCs used in businesses, that translates to about 4.6 million data loss episodes per annum. At a conservative estimate, data loss cost US businesses $11.8 billion in 1998. The Bad News: Risks to Your Data Sources: David M Smith, “The Cause of Lost Data”, Graziadio Business Report, Pepperdine University, USA
Over $11 billion in damages worldwide • Between just a few months: Feb. 2004 and May 2004 • From just MyDoom, Netsky, Bagel, and Sasser virus outbreaks The Impact of Poor DATA PROTECTION Source: Computer Economics, Inc. June 2004
Your business data goes hand in hand with your business operations • The loss of such data, or even their temporary inaccessibility, may threaten your hard-earned competitive position. • Companies without proactive backup and recovery policies are likely to be OUT OF BUSINESS within 2 years of a major disaster. • Loss of business data may ruin your company’s reputation, and may lead to expensive litigation. • Worst of all, it interrupts your business continuity. The Impact of Poor DATA PROTECTION Source: Ahsay Data Protection
Security Threats • Worms, Viruses, Trojan Horses, Hackers • System Errors • Disk Crashes, Application Errors and Corruptions, Windows Crashes, Blue Screens • Physical Threats • Fire, Flood, Power Surge, Lightning • Human Threats • Theft, Human Error, Disgruntled Employees What Are You Up Against?Types of Threats to Your Data
Virus • A malicious program that attacks PCs and Macs by infecting other files on the computer • Worm • A malicious program designed to spread itself to as many other computers as possible via the Internet, sometimes taking over the victim’s email address book • Trojan Horse • A malicious program that pretends to be a useful or friendly program, such as a screen saver, game or other type of utility What Are You Up Against?Security Threats The “Blaster” worm alone inflicted $1.3 billion in damageto U.S. Businesses in 2003 Source: SecurityFocus
Power Surges • Lightning • Power companies • Fire • Localised building fire • Bushfires • Flood • Storms • Floods • Sprinkler system malfunctions • Earthquake • Could happen… What Are You Up Against? Physical Threats
Hard disk crashes • Customers replace disk drives at rates far higher than those suggested by drive vendors, according to a study of about 100,000 drives conducted by Carnegie Mellon University. • Windows crashes • Where the Windows or other operating system crashes, corrupts or plays up • Database corruptions • Your customer database or financial database decides that it doesn’t want to play nicely anymore What Are You Up Against? System Problems 70% of businesses reported at least one security breachfrom external sources this year Source: CSI/FBI Computer Crime and Security Survey, 2004
Theft • Burglary involving stealing your computer and other items • Human Error • Someone may accidentally delete files or even whole directories • People may make mistakes in documents and need to go back • Disgruntled Employees • Either employees that you have sacked or ones that are still there but unhappy What Are You Up Against? Human Threats One recent recovery was a nonprofit who had their whole file system deleted by a committee member
Laptops are being stolen every 10 minutes – and everyone now uses them! Major bushfires are happening more often and causing more damage! Threat Sophistication Code Red virus doubled its infection rate every37 minutes. Slammer doubled every 8.5 seconds, and infected 90% of unprotected servers in 10 minutes!
Prevent infection with antivirus software • Install antivirus on all desktops, laptops, and servers • Check for virus definitions daily or set for automatic updates • Stop intruders with a firewall • Use a firewall on all desktops, laptops, and servers • Stay on top of security updates • Deploy security patches and fixes as soon as they are available • Use the latest operating system versions • Create strong passwords and change them frequently • Don’t allow Web browsers to remember passwords/private data • Open email responsibly • Scrutinize attachments before opening them; avoid ones with unusual extensions • Don’t open or reply to unsolicited mail Recommended Protection Practices
Browse the Web with caution • Don’t ever give personal information to a Web site unless you see a small padlock or key icon in the browser’s toolbar • Don’t type confidential information in Instant Messaging/Chat programs • Back up regularly • Back up vital data daily and store critical backups offsite • Make remote connections secure • Require remote users to use antivirus and firewall software • Use a Virtual Private Network (VPN) • Lock down wireless networks • Install a firewall at the wireless access point • Ensure the physical security of your equipment • Never leave wireless devices unattended • Use the screen locking feature when you leave your computer Recommended Protection Practices, cont.
How to calculate the cost of losing your information • episode of data loss will result in two outcomes: either the data is recoverable or is permanently lost • if data is permanently lost it could bankrupt many organizations • Calculate cost of sending drive to recovery firm • Calculate cost of lost productivity • Multiply average wage by hours lost – at least 16 hours Calculating the Impact on Your Business • Sending a drive to a professional recovery firm will cost between $1500 and $5000. Source: David M Smith, Pepperdine University
Understanding Your Vulnerabilities Poor “unstructured” conventional backup methodologies, such as tape, CD Rom, and external hard drive, etc., are not good enough because of: • High failure rates during restoration • Slow read / write speed • Someone has to remember to do backups and take them home • Difficulty in detecting problems of backup before performing restoration • High maintenance cost • Expensive offsite storage of tape library or hard drives • Reduced flexibility for backup caused by fixed capacity of backup media • Increased likelihood of occurrence of negligence-induced problems (e.g. lost or misplaced data)
Cover ALL critical data files that you will need • Don’t just do a few files here and there when you remember to... • Happen regularly, and preferably as often as the files change • At minimum daily, and if possible more often • Have backups that are at a separate location from the originals • Don’t store them with the computer to get burned, flooded or stolen! • Have some historical backups to go back to if needed • Be tested regularly to make sure it works • How often do you test, and how easy is it? • Be secure to safeguard the information being backed up Recommended Backup Practices BACKUPS MUST:
Your backups are only as good as your ability to recover from them... can you recover from your backups? Recovery is the key http://dilbert.com/strips/comic/2000-08-15/
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