how to protect your data from loss as a small or medium business and nfp organisation
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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. - PowerPoint PPT PresentationTRANSCRIPT
HOW TO PROTECT YOUR DATA FROM LOSS AS A SMALL OR MEDIUM BUSINESS AND NFP ORGANISATION
Never Lose Data – Never Lose Sleep !
AGENDAIntroductionAnalyse Your Data AssetsTypes of Threats to Your Data Calculating the ImpactRecommended Backup PracticesOverview of Solid Data Solutions
2002 – 2010 Solid Data Corporation. All rights reserved.
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Never Lose Data – Never Lose Sleep !
YOUR DATA IS NOW DRIVING YOUR BUSINESS
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
Never Lose Data – Never Lose Sleep !
HOW FAST DOES DATA GROW
Never Lose Data – Never Lose Sleep !
WHAT TYPES OF DATA DO YOU HAVE?
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
Never Lose Data – Never Lose Sleep !
BUT DON’T FORGET
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
Never Lose Data – Never Lose Sleep !
THE BAD NEWS: RISKS TO YOUR DATA
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 protection of your data is up to YOU!
Never Lose Data – Never Lose Sleep !
THE BAD NEWS: RISKS TO YOUR DATA
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.
Sources: David M Smith, “The Cause of Lost Data”, Graziadio Business Report,
Pepperdine University, USA
Never Lose Data – Never Lose Sleep !
THE IMPACT OF POOR DATA PROTECTION
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
Source: Computer Economics, Inc. June 2004
Never Lose Data – Never Lose Sleep !
THE IMPACT OF POOR DATA PROTECTION
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.
Source: Ahsay Data Protection
Never Lose Data – Never Lose Sleep !
WHAT ARE YOU UP AGAINST?TYPES OF THREATS TO YOUR DATA
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
Never Lose Data – Never Lose Sleep !
WHAT ARE YOU UP AGAINST?SECURITY THREATS 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
Source: SecurityFocus
The “Blaster” worm alone inflicted $1.3 billion in damageto U.S. Businesses in 2003
Never Lose Data – Never Lose Sleep !
WHAT ARE YOU UP AGAINST? PHYSICAL THREATS
Power Surges Lightning Power companies
Fire Localised building fire Bushfires
Flood Storms Floods Sprinkler system malfunctions
Earthquake Could happen…
Never Lose Data – Never Lose Sleep !
WHAT ARE YOU UP AGAINST? SYSTEM PROBLEMS
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
Source: CSI/FBI Computer Crime and Security Survey, 2004
70% of businesses reported at least one security breachfrom external sources this year
Never Lose Data – Never Lose Sleep !
WHAT ARE YOU UP AGAINST? HUMAN THREATS 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 unhappyOne recent recovery was a nonprofit who had their whole
file system deleted by a committee member
Never Lose Data – Never Lose Sleep !
THREAT SOPHISTICATION
Major bushfires are happening more often and causing more damage!
Code Red virus doubled its infection rate every37 minutes. Slammer doubled every 8.5 seconds, and
infected 90% of unprotected servers in 10 minutes!
Laptops are being stolen every 10 minutes – and everyone now uses them!
Never Lose Data – Never Lose Sleep !
RECOMMENDED PROTECTION PRACTICES
1. Prevent infection with antivirus software Install antivirus on all desktops, laptops, and servers Check for virus definitions daily or set for automatic updates
2. Stop intruders with a firewall Use a firewall on all desktops, laptops, and servers
3. Stay on top of security updates Deploy security patches and fixes as soon as they are available Use the latest operating system versions
4. Create strong passwords and change them frequently Don’t allow Web browsers to remember passwords/private data
5. Open email responsibly Scrutinize attachments before opening them; avoid ones with
unusual extensions Don’t open or reply to unsolicited mail
Never Lose Data – Never Lose Sleep !
RECOMMENDED PROTECTION PRACTICES, CONT.
6. 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
programs7. Back up regularly
Back up vital data daily and store critical backups offsite8. Make remote connections secure
Require remote users to use antivirus and firewall software Use a Virtual Private Network (VPN)
9. Lock down wireless networks Install a firewall at the wireless access point
10.Ensure the physical security of your equipment Never leave wireless devices unattended Use the screen locking feature when you leave your computer
Never Lose Data – Never Lose Sleep !
CALCULATING THE IMPACT ON YOUR BUSINESS
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 hoursSending a drive to a professional recovery firm will cost between
$1500 and $5000.Source: David M Smith, Pepperdine University
Never Lose Data – Never Lose Sleep !
CALCULATING THE IMPACT ON YOUR BUSINESS
Number of Employees 12
Average Hourly Wage $35.00/hour
Cost of data recovery attempt: (technician time, recovery company charges)
$5,000
Total Lost Hours / Person 16 hours
Incident Cost to Business / Worker 16 hours x $35/hr = $560) $560
Incident Cost to Business ($560/person x 12 = $6,720) $6,720
Never Lose Data – Never Lose Sleep !
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)
Never Lose Data – Never Lose Sleep !
RECOMMENDED BACKUP PRACTICES
1. Cover ALL critical data files that you will need Don’t just do a few files here and there when you remember to...
2. Happen regularly, and preferably as often as the files change At minimum daily, and if possible more often
3. Have backups that are at a separate location from the originals Don’t store them with the computer to get burned, flooded or stolen!
4. Have some historical backups to go back to if needed5. Be tested regularly to make sure it works
How often do you test, and how easy is it?
6. Be secure to safeguard the information being backed up
BACKUPS MUST:
Never Lose Data – Never Lose Sleep !
RECOVERY IS THE KEY Your backups are only as good as your
ability to recover from them... can you recover from your backups?
http://dilbert.com/strips/comic/2000-08-15/
Never Lose Data – Never Lose Sleep !
CLOUD BACKUP IS THE 21ST CENTURY WAY
Never Lose Data – Never Lose Sleep !
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December special offer for SME’s: Free onsite Data Protection Assessment ($297
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