Backing up and archiving data
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Backing up and Archiving Data. Chapter 1. Introduction. This presentation covers the following: What is backing up What is archiving Why are both necessary?. Backing up. Backing up data is a practice that all organisations and people who work with data should do.

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Backing up and archiving data

Backing up and Archiving Data

Chapter 1


Introduction

Introduction

  • This presentation covers the following:

    • What is backing up

    • What is archiving

    • Why are both necessary?


Backing up

Backing up

  • Backing up data is a practice that all organisations and people who work with data should do.

  • Some people consider data to be a company’s most important asset.

  • The loss of any data can have a detrimental impact on an individual or an organisation (no matter the size).

  • Backing up data is simply making a copy of current data.


Backing up1

Backing up

  • There are many causes of data loss:

    • Loss of power

    • Hardware failure

    • File corruption

    • Viruses

    • Hackers

    • Theft of equipment

    • Sabotage of an employee

    • Espionage by a rival company

    • Natural Disaster

    • Honest blunders!

    • Accidently misplacing data


Backing up2

Backing up

  • Back ups can be used to restore lost files by replacing them with a previously saved file.

  • You might not always get the most up-to-date file but consider the alternative...starting your work from the beginning again!


Methods of backing up

Methods of backing up

  • There are many devices which can be used to back up files:

    • External memory: Memory cards, USB pen drives

    • External hard drive

    • Tape

    • Making an exact copy of a disk


Backing up3

Backing up

  • In the event that you need to find a file which has been backed up you need to be able to find the file you need!

  • This means that back ups need to be organised.

  • If you have made several backups of a file you need to be able to tell which is the most recent backup!


Things to consider

Things to consider

  • How often do you need to back up?

  • How far should your backups go?

    • Days

    • Weeks

    • Months


Archiving

Archiving

  • Archiving is for long-term storage of data that is not required immediately.

  • More often than not it is never required again but it kept just in case.

  • Data is often removed from a system and stored separately.


Archiving1

Archiving

  • Consider the following example:

  • A school records data about pupils’ performance every year. If they continued to collect data, even after pupils had left school, the system resources would soon diminish.

  • Instead, records about pupils are removed from the system once they leave.

  • However, some data may be archived such as average test scores and achievement rates. The data is not needed immediately but may be useful to keep for the future.


Archiving2

Archiving

  • Schools often keep full records about pupils for up to seven years.

  • Schools often receive requests to complete references and use the data in their archives to compile them.


Archiving procedure

Archiving Procedure

  • Copy the file onto the archival media.

  • Verify the copied files (i.e. Making sure the copies are the same).

  • Delete the original records from the system.


Reasons for archiving

Reasons for archiving

  • Free up system resources

    • Less hard disk space required

  • Increase system performance

    • Searches take less time as their is less data to search through

    • Takes less time to make backups of the system as there is less to copy!


Take note

Take note:

  • Using an example, define what is meant by the term ‘back-up’.

  • Using an example, define what is meant by the term ‘archive’.

  • Why is it important to back up data?

  • What is the difference between archiving and back-up of data?

  • What storage medium should be used for archiving?


Remember

Remember

Archiving is removing!

Backing up is copying!


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