Welcome!

Security Authors: Peter Silva, Jay Smith, Carmen Gonzalez, Michael Shaulov, Paige Leidig

Related Topics: Security, SOA & WOA, AJAX & REA, Web 2.0, Cloud Expo

Security: Article

What You Should Know Before Your Computer Crashes

How important is your Outlook and QuickBooks data?

Imagine it as if it's actually happened - your network has crashed and all your organization's critical applications and associated data have vanished. This worst-case scenario is one every business owner fears. Whether it's due to a storm, a break-in or the crash of your hard drive, the loss of your company data can cripple your business, leaving you stranded and holding the proverbial bag.

Business owners often assume that they don't have time to think about data backup procedures, much less the recovery process involved in the event of a system failure. They are focused instead on the business at hand. Unfortunately, what many don't realize is that the stalwart back-up methods of the past such as tape, CD or memory stick have become painfully antiquated in today's data-centric world.

While many small-to-mid-sized businesses (SMBs) think all of their data is being captured and stored in a safe place, the reality is that most SMBs are operating under a false assumption. Your business depends on mission-critical applications and their associated data. The deep dark secret is that many of these programs are not being backed up because, when left open, they are outside the parameters of standard backup procedures.

The question all business owners should ask themselves is simple: "If my computer disappeared tomorrow, could my business survive without past emails, contacts, work schedules and accounting data?" If the answer is no, then it's time to take a closer look at your backup and data recovery procedures.

The Ongoing Dilemma

Many critical non-standard databases, such as Outlook and QuickBooks along with other accounting software and legacy applications, as well as databases such as MS Access and MySQL, are not VSS-aware, meaning they lack the standard that allows files or databases to be backed up when in use. This lack of functionality leaves many IT managers and SMBs empty-handed in the event of a disaster or system failure.

Outlook and QuickBooks user/company data is notorious for being left out of standard backup routine practices. The ongoing dilemma of backing up this critical data continues to be the fact that most of us forget to shut down these programs when we leave for the day. Unless you take special precautions, it is likely that when attempting to restore these critical data files you may find that they are outdated... or worse, corrupted. This is true of many mission-critical programs that keep your business running.

Take Outlook for example; a critical application for businesses of all sizes. If Outlook is not closed, many backup tools are unable to backup the ever-important .PST file, leaving your company open to potential disaster should the program crash. The .PST contains all of your Outlook data, including emails, calendar events, contacts, schedules and notes; and the backup of this file doesn't necessarily happen automatically. Backing up the .PST file is critical for restoring your most recent data.

Additionally, for those of us who are email hoarders, keeping all email correspondence in Outlook over the past year can cause the .PST to reach gigabyte proportions very quickly. These large and unruly files can produce unexpected problems when backing them up. Many backup systems can "time out" or even worse, demand an extra tape or CD to complete the backup routine when your office is closed and employees are gone for the day.

A good starting point is to look for a Microsoft Certified backup vendor that follows the best practices set by Microsoft. Selecting back up software that doesn't conflict with Windows or other low-level drivers, such as antivirus programs and software firewalls, should be a key element in identifying a backup vendor.

When it comes to ranking important data, most people place their financial records near the top of the list. This is especially true for business owners. QuickBooks, the popular accounting software, is another application many SMBs can't do without. The absence of an Application Programming Interface (API) presents additional challenges for protecting corporate financial data. An API allows third-party companies to integrate special functions, such as requests for a data dump for easy backup. Currently, there is no safe method to programmatically dump your QuickBooks data to a safe place for easy backup at the end of the day, and without an API, developers can't create one for QuickBooks.

Intuit recommends scheduling QuickBooks to back up automatically to a specific folder, which allows your data to be verified regularly, and from there, scheduling your third party backup software to back up to that folder. This ensures that QuickBooks is in a good state before your backup software runs. Not following these best practices could lead to a corrupted QuickBooks database file.

Listed below are the QuickBooks files that your company must make sure are backed up:

.QBW = quickbooks Primary Data File

.QBB = quickbooks Backup File

.QBA = quickbooks Accountant's Copy File

(May also be a .AIF [Accountant's Import File])

.QBA.TLG = Transaction log file (for the accountant's review copy)

.QBM = quickbooks Portable Company File (for version 2006 and above).

.QBI = quickbooks Crash Roll Back File

.QBX = quickbooks Accountant Transfer File

.QDT = quickbooks United Kingdom Accountant Data File

The backup challenges of these programs are unique, so take the time to consider alternatives that address this lack of functionality. Some data backup companies provide solutions that include the ability to continuously back up your programs and data, no matter where that device is located and even while the programs are open and in use.

How Confident Are You? - Not Sure? Test It!
Not sure if your data is secure? Just like a fire drill, the best way to make sure is to put your backup method to the test. If possible, locate a spare computer, wipe the drive and attempt to do a complete restore of your company applications and associated data. Then ask yourself the following questions:

  • Are you able to restore your backup files in one simple step?
  • Do you need to re-install all of your applications individually?
  • Do you have easy access to those applications and have you kept track of the associated upgrades?
  • Does your Outlook, QuickBooks and other proprietary data install easily?
  • Do you end up with the most current data when you have completed the restoration?

Most important, keep track of the time it takes you to complete the restoration from beginning to end, then multiply that by the number of computers you have within your organization. Many SMBs are unaware that the "dirty little secret" of data recovery is the time it takes to restore data, which is governed by your company's bandwidth restrictions. When your computers are down, every minute counts.

Conclusion
Data backup should be as important to your business as an insurance policy. Computers can be replaced if lost in a disaster, or stolen during a break-in. But if you don't have a reliable, secure method of restoring your data, all the money in the world isn't going to bring back those missing files. It is crucial to find a method that protects every level of your data.

In a perfect world, there would be no need to back up your company's data; computers and hard drives would last forever, outside threats like malicious hackers and natural disasters would be non-existent and employees would never forget to save a file, or close a program. Unfortunately this perfect world does not exist. For this reason, businesses of all types and sizes know that keeping their data backed up and protected at all times must be of the utmost priority if they wish to remain in business after the fact.

More Stories By Jamie Brenzel

Jamie Brenzel brings over 15 years of experience in investment banking and entrepreneurial startups to his role as CEO of KineticD. His prior business accomplishments are long and varied. He was at Salomon Brothers in London, where he helped build the equity derivatives department into an important profit center. He then embarked on his future as an entrepreneur, acquiring Wood Printing & Graphics, and later co-founding integrated marketing communications company Sonar Group. Jamie then established a solid foundation for Truition, an eCommerce service company for clients such as Dell Financial Services, CompUSA and Sirius Satellite Radio. Jamie holds an Honors Bachelor of Arts degree in Politics and Philosophy from the University of Western Ontario.

Comments (0)

Share your thoughts on this story.

Add your comment
You must be signed in to add a comment. Sign-in | Register

In accordance with our Comment Policy, we encourage comments that are on topic, relevant and to-the-point. We will remove comments that include profanity, personal attacks, racial slurs, threats of violence, or other inappropriate material that violates our Terms and Conditions, and will block users who make repeated violations. We ask all readers to expect diversity of opinion and to treat one another with dignity and respect.


@ThingsExpo Stories
Software AG helps organizations transform into Digital Enterprises, so they can differentiate from competitors and better engage customers, partners and employees. Using the Software AG Suite, companies can close the gap between business and IT to create digital systems of differentiation that drive front-line agility. We offer four on-ramps to the Digital Enterprise: alignment through collaborative process analysis; transformation through portfolio management; agility through process automation and integration; and visibility through intelligent business operations and big data.
There will be 50 billion Internet connected devices by 2020. Today, every manufacturer has a propriety protocol and an app. How do we securely integrate these "things" into our lives and businesses in a way that we can easily control and manage? Even better, how do we integrate these "things" so that they control and manage each other so our lives become more convenient or our businesses become more profitable and/or safe? We have heard that the best interface is no interface. In his session at Internet of @ThingsExpo, Chris Matthieu, Co-Founder & CTO at Octoblu, Inc., will discuss how these devices generate enough data to learn our behaviors and simplify/improve our lives. What if we could connect everything to everything? I'm not only talking about connecting things to things but also systems, cloud services, and people. Add in a little machine learning and artificial intelligence and now we have something interesting...
Last week, while in San Francisco, I used the Uber app and service four times. All four experiences were great, although one of the drivers stopped for 30 seconds and then left as I was walking up to the car. He must have realized I was a blogger. None the less, the next car was just a minute away and I suffered no pain. In this article, my colleague, Ved Sen, Global Head, Advisory Services Social, Mobile and Sensors at Cognizant shares his experiences and insights.
We are reaching the end of the beginning with WebRTC and real systems using this technology have begun to appear. One challenge that faces every WebRTC deployment (in some form or another) is identity management. For example, if you have an existing service – possibly built on a variety of different PaaS/SaaS offerings – and you want to add real-time communications you are faced with a challenge relating to user management, authentication, authorization, and validation. Service providers will want to use their existing identities, but these will have credentials already that are (hopefully) irreversibly encoded. In his session at Internet of @ThingsExpo, Peter Dunkley, Technical Director at Acision, will look at how this identity problem can be solved and discuss ways to use existing web identities for real-time communication.
Can call centers hang up the phones for good? Intuitive Solutions did. WebRTC enabled this contact center provider to eliminate antiquated telephony and desktop phone infrastructure with a pure web-based solution, allowing them to expand beyond brick-and-mortar confines to a home-based agent model. It also ensured scalability and better service for customers, including MUY! Companies, one of the country's largest franchise restaurant companies with 232 Pizza Hut locations. This is one example of WebRTC adoption today, but the potential is limitless when powered by IoT. Attendees will learn real-world benefits of WebRTC and explore future possibilities, as WebRTC and IoT intersect to improve customer service.
From telemedicine to smart cars, digital homes and industrial monitoring, the explosive growth of IoT has created exciting new business opportunities for real time calls and messaging. In his session at Internet of @ThingsExpo, Ivelin Ivanov, CEO and Co-Founder of Telestax, will share some of the new revenue sources that IoT created for Restcomm – the open source telephony platform from Telestax. Ivelin Ivanov is a technology entrepreneur who founded Mobicents, an Open Source VoIP Platform, to help create, deploy, and manage applications integrating voice, video and data. He is the co-founder of TeleStax, an Open Source Cloud Communications company that helps the shift from legacy IN/SS7 telco networks to IP-based cloud comms. An early investor in multiple start-ups, he still finds time to code for his companies and contribute to open source projects.
The Internet of Things (IoT) promises to create new business models as significant as those that were inspired by the Internet and the smartphone 20 and 10 years ago. What business, social and practical implications will this phenomenon bring? That's the subject of "Monetizing the Internet of Things: Perspectives from the Front Lines," an e-book released today and available free of charge from Aria Systems, the leading innovator in recurring revenue management.
The Internet of Things will put IT to its ultimate test by creating infinite new opportunities to digitize products and services, generate and analyze new data to improve customer satisfaction, and discover new ways to gain a competitive advantage across nearly every industry. In order to help corporate business units to capitalize on the rapidly evolving IoT opportunities, IT must stand up to a new set of challenges.
There’s Big Data, then there’s really Big Data from the Internet of Things. IoT is evolving to include many data possibilities like new types of event, log and network data. The volumes are enormous, generating tens of billions of logs per day, which raise data challenges. Early IoT deployments are relying heavily on both the cloud and managed service providers to navigate these challenges. In her session at 6th Big Data Expo®, Hannah Smalltree, Director at Treasure Data, to discuss how IoT, Big Data and deployments are processing massive data volumes from wearables, utilities and other machines.
All major researchers estimate there will be tens of billions devices – computers, smartphones, tablets, and sensors – connected to the Internet by 2020. This number will continue to grow at a rapid pace for the next several decades. With major technology companies and startups seriously embracing IoT strategies, now is the perfect time to attend @ThingsExpo in Silicon Valley. Learn what is going on, contribute to the discussions, and ensure that your enterprise is as "IoT-Ready" as it can be!
P2P RTC will impact the landscape of communications, shifting from traditional telephony style communications models to OTT (Over-The-Top) cloud assisted & PaaS (Platform as a Service) communication services. The P2P shift will impact many areas of our lives, from mobile communication, human interactive web services, RTC and telephony infrastructure, user federation, security and privacy implications, business costs, and scalability. In his session at Internet of @ThingsExpo, Erik Lagerway, Co-founder of Hookflash, will walk through the shifting landscape of traditional telephone and voice services to the modern P2P RTC era of OTT cloud assisted services.
While great strides have been made relative to the video aspects of remote collaboration, audio technology has basically stagnated. Typically all audio is mixed to a single monaural stream and emanates from a single point, such as a speakerphone or a speaker associated with a video monitor. This leads to confusion and lack of understanding among participants especially regarding who is actually speaking. Spatial teleconferencing introduces the concept of acoustic spatial separation between conference participants in three dimensional space. This has been shown to significantly improve comprehension and conference efficiency.
The Internet of Things is tied together with a thin strand that is known as time. Coincidentally, at the core of nearly all data analytics is a timestamp. When working with time series data there are a few core principles that everyone should consider, especially across datasets where time is the common boundary. In his session at Internet of @ThingsExpo, Jim Scott, Director of Enterprise Strategy & Architecture at MapR Technologies, will discuss single-value, geo-spatial, and log time series data. By focusing on enterprise applications and the data center, he will use OpenTSDB as an example to explain some of these concepts including when to use different storage models.
SYS-CON Events announced today that Gridstore™, the leader in software-defined storage (SDS) purpose-built for Windows Servers and Hyper-V, will exhibit at SYS-CON's 15th International Cloud Expo®, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Gridstore™ is the leader in software-defined storage purpose built for virtualization that is designed to accelerate applications in virtualized environments. Using its patented Server-Side Virtual Controller™ Technology (SVCT) to eliminate the I/O blender effect and accelerate applications Gridstore delivers vmOptimized™ Storage that self-optimizes to each application or VM across both virtual and physical environments. Leveraging a grid architecture, Gridstore delivers the first end-to-end storage QoS to ensure the most important App or VM performance is never compromised. The storage grid, that uses Gridstore’s performance optimized nodes or capacity optimized nodes, starts with as few a...
The Transparent Cloud-computing Consortium (abbreviation: T-Cloud Consortium) will conduct research activities into changes in the computing model as a result of collaboration between "device" and "cloud" and the creation of new value and markets through organic data processing High speed and high quality networks, and dramatic improvements in computer processing capabilities, have greatly changed the nature of applications and made the storing and processing of data on the network commonplace. These technological reforms have not only changed computers and smartphones, but are also changing the data processing model for all information devices. In particular, in the area known as M2M (Machine-To-Machine), there are great expectations that information with a new type of value can be produced using a variety of devices and sensors saving/sharing data via the network and through large-scale cloud-type data processing. This consortium believes that attaching a huge number of devic...
Innodisk is a service-driven provider of industrial embedded flash and DRAM storage products and technologies, with a focus on the enterprise, industrial, aerospace, and defense industries. Innodisk is dedicated to serving their customers and business partners. Quality is vitally important when it comes to industrial embedded flash and DRAM storage products. That’s why Innodisk manufactures all of their products in their own purpose-built memory production facility. In fact, they designed and built their production center to maximize manufacturing efficiency and guarantee the highest quality of our products.
All major researchers estimate there will be tens of billions devices - computers, smartphones, tablets, and sensors - connected to the Internet by 2020. This number will continue to grow at a rapid pace for the next several decades. Over the summer Gartner released its much anticipated annual Hype Cycle report and the big news is that Internet of Things has now replaced Big Data as the most hyped technology. Indeed, we're hearing more and more about this fascinating new technological paradigm. Every other IT news item seems to be about IoT and its implications on the future of digital business.
Can call centers hang up the phones for good? Intuitive Solutions did. WebRTC enabled this contact center provider to eliminate antiquated telephony and desktop phone infrastructure with a pure web-based solution, allowing them to expand beyond brick-and-mortar confines to a home-based agent model. Download Slide Deck: ▸ Here
BSQUARE is a global leader of embedded software solutions. We enable smart connected systems at the device level and beyond that millions use every day and provide actionable data solutions for the growing Internet of Things (IoT) market. We empower our world-class customers with our products, services and solutions to achieve innovation and success. For more information, visit www.bsquare.com.
With the iCloud scandal seemingly in its past, Apple announced new iPhones, updates to iPad and MacBook as well as news on OSX Yosemite. Although consumers will have to wait to get their hands on some of that new stuff, what they can get is the latest release of iOS 8 that Apple made available for most in-market iPhones and iPads. Originally announced at WWDC (Apple’s annual developers conference) in June, iOS 8 seems to spearhead Apple’s newfound focus upon greater integration of their products into everyday tasks, cross-platform mobility and self-monitoring. Before you update your device, here is a look at some of the new features and things you may want to consider from a mobile security perspective.