Digital Workflow - Backup online (forget CD-ROMs)

As you transition to a digital workflow you'll begin to appreciate the value of having all of your data in an easily transportable and easily accessible form.  The first question I usually get when I explain to people the benefits of converting all of their paper to digital form is: "what happens if my digital data gets destroyed?"

First, paper is a lot easier to destroy than digital data but that's a topic for another post. You obviously do want to take steps to protect your digital data. For a long time backup systems were hard to use.  The proper protocol always calls for the backup to be stored 'offsite,' somewhere far from the original.  It doesn't do any good to have a backup in the office when it catches fire, right?

Online backup promises to solve the 'offsite' issue, but for years it was too expensive, or too hard to pull off.  But now, it's gotten to the point where it's very affordable and --frankly-- it's the best choice.  A company called Mozy offers a great solution that I highly recommend.  You can store up to 2 GBs on their system for FREE!  Their system works with Macs and PCs.  If you want to store more than 2 GBs (and most people will) then you can get the basic system for only $4.95 per month.

I don't know about you, but I think that $60 per year for unlimited online backup is ridiculously cheap.  If you are going to scan your documents and throw away the original paper then you'll need a backup system.

Comments

[mike_drechsel]

I agree that Mozy is a great option for backing up data online. I've had nothing but good experience with them. In the last paragraph of your post I think you mean "I think that $60 per YEAR for unlimited online backup is ridiculously cheap." You said $60 per MONTH.

Thanks for the great posts.

[Ernie]

Thanks Mike. Correction made!

[Jennifer]

For all online backup and storage related info, I recommend this website:

http://www.BackupReview.info

[Pat]

Online storage is a great idea, but I have a question. How secure is it? With hackers getting into government computers, how secure is our firm's information?

[H Smith]

I have things in my files that a lots of people, like news reporters political opposition researchers and federal agents of several types, including the IRS, would like to get their hands on but is none of their business.

The last thing in the world I would do is put some of it where someone could find it, on a server that I did not control.

Even if you encrypt sensitive material, putting it in such a place opens up a brute force attack that could decrypt it.

My firm is still relying on multiple CD-ROMs in bank safe deposit boxs, one of which is 1,000 miles away.

[SR]

Pat:

Well, here is an excerpt of Mozy's terms of service:

"Mozy, Inc. may disclose Personal Data, including the data you back up with the Service, with or without notice (a) if required by a subpoena or other judicial or administrative order, (b) where required by law, or (c) at our sole discretion, where we deem it necessary to protect the safety of any individual or the general public or to prevent violation of our User Agreement or the rights of Mozy, Inc. or any third party."

I don't know if this is any worse than any other online backup system. But it isn't exactly confidence inspiring. I read it to say that if any third-party entity gives Mozy notice that the third party has a good faith basis for believing that your data violates the third party's private rights then Mozy can disclose your data to the third-party without notice or consent.

So, if Disney writes Mozy a nasty letter claiming copyright infringement, arguably Mozy may turn your data over to Disney.

[Burned by Mozy]

SR: It is NOT like that with other providers. You get what you pay for with Mozy. The service is great until you need to recover - which is the most important part. I have to say that the solution is not appropriate for law because Mozy's EULA states:

THE SOFTWARE AND SERVICE ARE NOT INTENDED FOR USE IN CONNECTION WITH ANY NUCLEAR, AVIATION, MASS TRANSIT, OR MEDICAL APPLICATION OR ANY OTHER INHERENTLY DANGEROUS APPLICATION THAT COULD RESULT IN DEATH, PERSONAL INJURY, CATASTROPHIC DAMAGE, OR MASS DESTRUCTION, AND LICENSEE AGREES THAT LICENSOR WILL HAVE NO LIABILITY OF ANY NATURE AS A RESULT OF ANY SUCH USE OF THE SOFTWARE.

[beth]

I use this company out of NY called ITX. They provide all the set up and also have 24/7/365 support by real people. Not some foreign person that can't speak english. It's been pretty easy and doesn't cost that much in relation to what it would cost my cpmpany if i lost data.