9.03 Implement workstation backup and recovery methods

Introduction 

Think of your computer as a library filled with important books. If a fire or flood strikes, you would want to have copies of those books stored safely somewhere else, right? Backup and recovery methods act like that safe storage, ensuring that if something happens to the data on your workstation, you can quickly restore it without losing valuable information.

In this lesson, you'll learn how to create these "copies" and recover data, so you can solve problems quickly and help others protect their work from unexpected disasters. 

Backup Operations: Simplified Explanation 

What is Data Backup? 

A data backup is a task that saves copies of important files to protect them from loss. Backups are helpful in case data is lost due to issues like file corruption or hardware failure. If something goes wrong, data recovery helps bring back the lost or damaged files from these backups. 

Backup Schemes 

Large organizations often use a structured backup scheme. This plan outlines: 

  • When backups are done (schedule). 

  • What data is included in the backup. 

  • Where the backups are stored. 

  • How to recover the data. 

Storing Data on Networks 

In networked environments, storing data locally (on your PC’s hard drive) is not recommended. Instead, it's better to store data on file servers using network home folders or automated scripts. This way, data can be safely backed up from the server. 

Personal Backups 

For home users or small groups without a central file server, personal backups are important. Home users can use basic backup tools, such as the software that comes with Windows. Backups are often saved on external hard drives or cloud storage. 

Windows Backup Options 

In Windows, backups are managed using the File History feature: 

  • Accessed via Settings > Update & Security > Backup. 

  • You can set a local drive or network folder as the backup location. 

  • Choose which files and folders to back up and set a schedule for automatic backups.

If a file is lost or damaged, it can be restored using: 

  • The Previous Versions tab in the file’s Properties dialog box. 

  • The File History app to restore multiple files. 

Backup and Restore Center 

Another option in Windows is the Backup and Restore Center. This tool can: 

  • Perform data file backups. 

  • Create image backups of the entire operating system, which is a full copy of your system's current state. 

This simplifies and clarifies the purpose and process of backup operations while retaining all the important technical details. 

Backup Methods: Simplified Explanation 

When backing up data from a file server or database, you need to carefully plan how often backups occur and how long the backups are kept. Since each backup takes up space, and storage is limited, it's important to balance the storage needs with making sure enough backups are available for recovery. 

Two Key Factors in Backup Operations: 

  1. Frequency: This is how often a backup is done. The frequency depends on how much lost data is acceptable.

For example: 

  • If employees can recreate yesterday’s work, a daily backup may be enough. 

  • If recreating data is hard, backups might need to happen every hour or even every few minutes. 

2. Retention: This is how long a backup is kept. Backups are needed for: 

  • Short-term retention: To recover from things like malware infections. If a virus infects a file and is backed up before being fixed, you need an older backup to recover the uninfected file. 

  • Long-term retention: To meet legal or company rules. In some cases, backups must be kept for a certain amount of time, but other regulations may require deleting data after a set time. 

Backup Chains 

A backup chain is a method for balancing storage space, backup speed, and recovery needs. There are three main types of backups: 

  1. Full Backup Only: 

  • What it does: Copies all data each time. 

  • Storage/Time Requirement: High because everything is backed up. 

  • Recovery Complexity: Simple—only one backup file is needed to restore everything.

2. Full Backup with Incremental: 

  • What it does: Starts with a full backup and then backs up only the changes made since the last backup. 

  • Storage/Time Requirement: Low for each incremental backup. 

  • Recovery Complexity: High because you may need multiple backups to restore everything.

3. Full Backup with Differential: 

  • What it does: Starts with a full backup, then backs up changes made since the first full backup. 

  • Storage/Time Requirement: Moderate. 

  • Recovery Complexity: Easier than incremental because you only need two backups (the full backup and the latest differential backup) to restore. 

Synthetic Backup 

A synthetic backup reduces the amount of data transferred during backups. It starts with a full backup, followed by incremental backups. When it’s time for a new full backup, the system creates it by combining data from the previous full and incremental backups, without directly copying all the original data again. 

This explanation keeps the core technical information intact while simplifying the concepts to make it easy to understand.

Backup Media Requirements: Simplified Explanation 

Backups are a way to protect important data, but it’s also important to manage how backup storage is used. The backup rotation scheme helps reuse backup media, like tapes or disks, after the data is no longer needed. One popular method is the Grandfather-Father-Son (GFS) rotation scheme. 

Grandfather-Father-Son (GFS) Scheme: 

  • Son: Tapes or disks that store the most recent data, typically with a short retention period (like one week). 

  • Father: Tapes used for weekly full backups. They are reused after a certain time, such as five weeks. 

  • Grandfather: Tapes used for monthly full backups with the longest retention period, like one year. 

How it works: 

  • Full backups are made each week on Father tapes, and daily incremental backups are made on Son tapes. 

  • At the end of the month, a full backup is saved on a Grandfather tape. 

  • The Father tapes are reused each month, while Grandfather tapes are kept for a year before being overwritten.

This system keeps the most recent data while also making sure older backups are available when needed. 

On-Site vs. Off-Site Backup Storage 

  • On-site backups: Stored at the same location as the main system. This is convenient but risky if a disaster affects the whole facility. 

  • Off-site backups: Backup media (like tapes) are moved to a different location, reducing the risk of losing both the main system and the backups in case of a disaster. In the GFS system, Father and Grandfather tapes are often stored off-site to protect the data. 

Cloud backups have made off-site storage easier, but it’s still a good idea to keep local backups as well to ensure data safety.

Online vs. Offline Backups 

Online backups: Available immediately without needing to plug in a device or load a tape. It’s fast, but not as secure. 

Offline backups: Not connected to the system. It’s more secure since offline backups are safe from threats like ransomware, which can damage connected systems and backups. 

It’s a good idea to keep at least one backup copy offline as part of your backup strategy, like keeping some of the Son tapes offline in the GFS scheme.

3-2-1 Backup Rule 

The 3-2-1 backup rule is a best practice that helps make sure you are prepared for any disaster. It says:

  • Have three copies of your data (including the original). 

  • Store the data on two different media types (like a hard drive and a tape). 

  • Keep one copy off-site and offline to protect against disasters. 

This method ensures you can recover from almost any situation by having backups stored in multiple ways and locations. 

This explanation keeps the key technical information while simplifying the concepts for easier understanding. 

Backup Testing and Recovery Best Practices 

Testing your backup scheme is essential to ensure that data can be restored successfully in case of an emergency.

Here are the key steps for testing and verifying backups: 

Test Backup Restorations 

  • Restoring Data to a Test Directory: Try restoring some of your backed-up files to a test folder to ensure the process works correctly. Avoid overwriting any production data during this test. 

  • Use a Virtual Machine: If possible, use a virtual machine to simulate a recovery process. This allows testing without impacting the production system. 

VirtualBox on Ubuntu, running the Fedora operating system in a window.

Verify Backup Integrity 

  • Configure Backup Verification: Set up the backup software to verify that the data has been correctly backed up. Most software can do this by using hashing techniques, which check the validity of each backup job. 

  • Check Media Integrity: Regularly check the health of the backup storage media. For example, use tools like chkdsk to scan hard drives for errors and ensure they are in good condition. 

  • Confirm All Files are Included: After each backup, verify that all critical files were successfully backed up to avoid any gaps in the backup process.

Regular and Routine Testing 

  • Test After Changes: Every time there is a change in your backup schedule, configuration, or data requirements, re-test your recovery procedures to ensure the system still works. 

  • Periodic Testing: Perform regular tests, either weekly or monthly, depending on how critical the data is. Regular testing helps detect potential issues early, such as hardware failures or misconfigurations. 

These practices help ensure that your backup process

Summary 

Understanding workstation backup and recovery methods is like having a safety net for your most important data. Backups safeguard files from unexpected loss, whether due to hardware failures or malware attacks. By mastering different backup methods, such as full, incremental, or differential backups, and applying rotation strategies like Grandfather-Father-Son, you can ensure your data is always recoverable. This process not only protects your system but also equips you to help others maintain data integrity. With these skills, you’ll be ready to tackle any recovery challenge and keep systems running smoothly.