One solution is to protect each and every document using a password. Many programs have such a capability built in.  For many one, two or three person organisations this solution could work; the people would password protect every file using a phrase that is shared amongst colleagues. As the number of employees increase, guaranteeing that everyone is obeying the rules makes this solution one that is too problematic. Besides certain file types cannot be password protected.

The script I am sharing is one that addresses this problem. It makes use of the commercial product WinRar to archive an entire directory (including subdirectories) into a RAR file. The RAR file name is user definable and is placed in a folder under C:\RSB. The RAR archive is password protected using a password passed to the script. The script is called rsb.cmd.

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The example below would archive everything starting from D:\Personal Docs\Articles to an archive called C:\RSB\Documents. The password used to encrypt the archive is 123456.

rsb Documents “D:\Personal Docs\Articles” 123456

If you have another folder you would like to archive, simply call the command above with a different archive name and a different directory. Using a different password is up to you.

Below is the script to perform this task:

@echo off
:: This script archives a directory and all its contents with a
:: password for storage in online backup service. It adds
:: recovery information to the archive thereby increasing the
:: chance of it being opened up if the archive is damaged.
:: This script compresses files thereby reducing the storage
:: requirements as well as upload times.
:: Written by Alan C. Bonnici (email chribonn@gmail.com) 2010/05

set r_Version=1.0

rem This script takes three parameters:
rem  1. The name of the archive
rem  2. The directory (and its sub-directories) that are to be archived
rem  3. The archive password
rem The archive will be placed into a directory called RSB. Your
rem online backup program should backup all files in this
rem directory

rem All 3 parameters are mandatory
if [%1]==[] GOTO :Error
if [%2]==[] GOTO :Error
if [%3]==[] GOTO :Error

set r_Archive=%1
call :DeQuote r_Archive

set r_Dir=%2
call :DeQuote r_Dir

if EXIST C:\RSB\NUL GOTO :DirExists
md C:\RSB

:DirExists

echo The contents of this archive are intended only for the person or entity to whom they belong and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. > "%TEMP%\comment.rsb"

if EXIST "%TEMP%\output.rsb" del /q "%TEMP%\output.rsb" > NUL

"%PROGRAMFILES%\winrar\winrar.exe" u -as -av -cfg- -ow -r -rr10p -inul -ilog"%TEMP%\output.rsb" -t -hp%3 -z"%TEMP%\comment.rsb" -- "C:\RSB\%r_Archive%" "%r_Dir%"
set r_Err=%ERRORLEVEL%
if %r_Err%==0 GOTO :EndCmd

rem An error occurred. Dump the file if it exists
if EXIST "%TEMP%\output.rsb" type "%TEMP%\output.rsb"

echo.

if %r_Err%==1 echo Warning. Non fatal error(s) occurred.
if %r_Err%==1 GOTO :EndCmd

if %r_Err%==2 echo Error. A fatal error occurred.
if %r_Err%==2 GOTO :EndCmd

if %r_Err%==3 echo Error. CRC error occurred when unpacking.
if %r_Err%==3 GOTO :EndCmd

if %r_Err%==4 echo Error. Attempt to modify a locked archive.
if %r_Err%==4 GOTO :EndCmd

if %r_Err%==5 echo Error. Write error.
if %r_Err%==5 GOTO :EndCmd

if %r_Err%==6 echo Error. File open error.
if %r_Err%==6 GOTO :EndCmd

if %r_Err%==7 echo Error. Wrong command line option.
if %r_Err%==7 GOTO :EndCmd

if %r_Err%==8 echo Error. Not enough memory.
if %r_Err%==8 GOTO :EndCmd

if %r_Err%==9 echo Error. File create error.
if %r_Err%==9 GOTO :EndCmd

if %r_Err%==255 echo Error. You aborted the process
if %r_Err%==255 GOTO :EndCmd

rem Undefined error.
echo Error. Undefined error %r_Err%

goto :EndCmd

:EndCmd
rem Clean up
if EXIST "%TEMP%\comment.rsb" del /q "%TEMP%\comment.rsb" > NUL
if EXIST "%TEMP%\output.rsb" del /q "%TEMP%\output.rsb" > NUL
set r_Archive=
set r_Dir=
set r_Err=
set r_Version=

goto :EOF

:Error
echo This script takes three values:
echo    1. The name of the archive
echo    2. The directory (and its sub directories) that are to be archived
echo    3. The archive password
echo The archive will be placed into a directory called RSB (it will be created if it does not exist).
echo Your online backup program should backup all files in this directory.
echo RSB Documents "C:\Users\ACBonnici\Documents" Pa$$w0rd
goto :EOF

   :: Removes the outer set of double quotes from a variable.
   :: Written by Frank P. Westlake, 2001.09.22, 2001.09.24
   :: Modified by Simon Sheppard 2002.06.09

   :: Usage as a function within a script:
   ::   CALL :DeQuote VariableName
   ::
   :: Calling as a function from another batch file:
   ::   CALL DeQuote.cmd VariableName
   ::
   :: If the first and last characters of the variable contents are double
   :: quotes then they will be removed. This function preserves cases such as
   ::   Set Height=5'6" and Set Symbols="!@#
   ::
   :: If a variable is quoted twice and has delimiters then you will
   :: need to run the function twice to remove both sets.
   ::   Set var=""Two Quotes;And,Delimiters=Fails""
   ::
   :: If the variable name itself contains spaces the routine will fail
   :: e.g. %v_my_variable% rather than %my variable%

   :DeQuote
   SET DeQuote.Variable=%1
   CALL Set DeQuote.Contents=%%%DeQuote.Variable%%%
   Echo.%DeQuote.Contents%|FindStr/brv ""^">NUL:&&Goto :EOF
   Echo.%DeQuote.Contents%|FindStr/erv ""^">NUL:&&Goto :EOF

   Set DeQuote.Contents=####%DeQuote.Contents%####
   Set DeQuote.Contents=%DeQuote.Contents:####"=%
   Set DeQuote.Contents=%DeQuote.Contents:"####=%
   Set %DeQuote.Variable%=%DeQuote.Contents%

   Set DeQuote.Variable=
   Set DeQuote.Contents=
   Goto :EOF

If you would like to download this script rather than copy and paste it from this article point your browser to http://www.RemoteStorageBackup.com/downloads/RSBArticleCode.rar. What remains is to set your online backup program to backup everything in the c:\RSB directory. Don’t forget to periodically test that everything is working well.

Next time I’ll delve into the code and explain what it does and how it works. This will allow you to customise it to your needs.

If you have any observations or questions send an email to chribonn@gmail.com.

Last 3 posts by chribonn

• When Green Is Bad - July 5th, 2010
• What your backup solution should be and do - June 27th, 2010
• Backing up, Restoring and Tweaking Sage Pastel Evolution - April 5th, 2010

Preston starts his article by pointing out the major setback of remote online backups that is the first full backup execution time and mentions the seating option. The seating option is when a service provider offers the customer to shift a complete set of all data through a physical means such as, removable drives. In addition, he mentions the long backup time that the initial full backup job would take and the bandwidth limitations associated with large uploads of data. This is true and I would consider these factors as the only limitations of remote online backups as we stressed out in our previous articles – click here for more articles - In fact, we both agree that home users and SMBs are the ideal customers of these services.

In my opinion Curtis missed one important benefit here, the off-site functionality these services provide! One should not forget the time taken to transfer a backup set off-site using the conventional services! Using tapes to backup all data takes time, having a service provider collecting tapes from different locations means that your backup tapes spend a good deal of time in a vehicle until they arrive to their destination. Then what about the retrieval arrangement? In case, you want to recover some data from the off-site tapes how fast can you get them?

Furthermore, Curtis tackles the backup requirements and mentions SLAs but forgets to add one important requirement! I would definitely include security requirements in the SLA – what type of security mechanism is the service provider willing to offer – are they going to provide me with a security key and how are they going to transfer me this key, etc. In my opinion these are the main concerns and hence, would require major attention than the frequency of backup/restore times. Connection speeds are hard to get them black on white in SLAs, as these are subjective to the full network path from your host to the provider’s location. Here, the best approach would be to test run the selected provider for a trial period and compare with other providers’ overall connection.

One of the major pitfalls as Curtis correctly points out is the restore test runs. If you do not verify that the backed up data can be actually recovered then you are good as having no backup at all. I came across some providers that allow an optional direct access to the backup location. That is, the provider would be managing your account, logging all activity and providing a fast backup mechanism but with the added functionality of direct restores from the backup location. This added functionality would allow you to download/restore your data when the provider is partially down or in some cases completely down. Such case exists where a service provider uses a third-party storage provider (ex: Amazon’s cloud) and they act as the middle-ware between you and the storage location, however, you need to negotiate direct access functionality prior to signing any agreements! In the articles to follow, I will write more about remote online backups :)

Last 3 posts by George

• Backup considerations for Microsoft SharePoint - July 26th, 2010
• What is Cloud Computing? - July 19th, 2010
• Is Cloud computing getting safer? - July 13th, 2010

A typical example which many authors refer to when explaining data deduplication is the email attachment scenario. Although, as a concept this example will help the readers understand better data deduplication, I would like to point out that data deduplication mechanisms do not generally operate at file level. For the sake of completeness, the example goes that the same email attachment may be present in many email messages; however, only one copy of it is stored during the backup or archive process. A simple task that can be done with a less processing hungry mechanism than data deduplication.

Data deduplication looks within files to find unique blocks of data and then computes a hash algorithm such as MD5 or SHA-1 to generate a unique number for each block. Each unique number is then stored in an index. When files are updated, only the changed data is saved. That is, only the changed blocks or bytes are saved. In practice, data deduplication is combined with other mechanisms such as, delta differencing as to achieve better and safer use of the storage space.

Some benefits of data deduplication:

• Data deduplication offers lower storage space requirements and hence, saves you money on hardware (disks & tape ) and/or remote storage location costs.
• May provide better recovery times in Disaster Recovery situations if well planned.
• Most importantly, data deduplication reduces the data that must be sent across the Internet for remote or online backups.

Last 3 posts by George

• Backup considerations for Microsoft SharePoint - July 26th, 2010
• What is Cloud Computing? - July 19th, 2010
• Is Cloud computing getting safer? - July 13th, 2010

Nevertheless, SMBs and households should not forget to backup their data locally first and then use a remote storage location as a second means of protection - my advice is:

1. To perform regular Data backups locally, on some reliable and inexpensive media but most importantly is to use a different storage media other than the local drive.
2. Then move/archive this data off-site – again using a reliable, secure and economical solution

I have come across a couple of online backup providers that lack comprehensive management tools. When I say comprehensive I mean ample features that allow end users to monitor the backup/restore process and check for errors, costs and edit account details.

Such as, a user-friendly Web-based GUI (graphical user interface) that provides the following information:

1. That shows and logs the successful completion of backup and restore jobs
2. For failed jobs one should be able to view a brief but complete explanation of what went wrong in plain English and not a series of error codes
3. That shows the storage space consumed and the remaining space if the account is limited by space quota. Graphical statistics would give a good overview such as, usage per day, month, etc
4. Timestamps for the backed up data that will help the end user identify the right data in case a data recovery is needed
5. A section (tab) with all the billing and payment details without disclosing any critical information
6. A personal account section where one can change passwords, email address, quota settings if any and other account related settings.

Last 3 posts by George

• Backup considerations for Microsoft SharePoint - July 26th, 2010
• What is Cloud Computing? - July 19th, 2010
• Is Cloud computing getting safer? - July 13th, 2010

Online backups offer cheaper costs per GB for the same functionality because you only pay for what you use. :) The costs include the storage used, bandwidth consumed and other related services. Data security is based on the latest encryption algorithms and adequate auditing features would place the end-user’s mind at rest!

A typical SMB that generates a full backup of say, 600GB of data would need an initial expense consisting of an entry level LTO-3 storage drive and an entry level server plus a couple of LTO-3 tape cartridges. Such setup would permit the full backup to be completed in about three hours and the need of one IT staff to be present to swop the tapes if compressing the data is not good enough to fit all data on one tape.

The Initial capital or better the total purchase cost for a similar tape solution would be about $3600. Therefore, the initial cost per GB would be of $6 per GB. If we assume that the above mentioned setup would run for a period of three whole years without entering into additional expenses such as, maintenance and repair costs (which is highly unlikely), then the cost per GB would be much lower. However, one would need to include the IT staff, space requirements and electricity expenses into the costs equation.

On the other hand, an online backup solution requires a good and stable internet connection, especially with regards to upload speeds. Various service providers provide services to move the initial large volumes of data through other means and hence, at cheaper rates. However, if an SMB had to implement this solution, it would cost him/her about $360 to transfer the initial 600GB of data which would yield a cost of 0.60c per GB. As already noted, an adequate internet connection is a must since an internet connection with an upload speed of 2Mbps would take a month to upload a full data backup of about 600GB. This may not be practical; however, alternate arrangements can be made with the provider to shift the initial data!

Conclusion: – An online backup solution has a lower TCO (Total Cost of Ownership) when compared to an internal solution.

Last 3 posts by George

• Backup considerations for Microsoft SharePoint - July 26th, 2010
• What is Cloud Computing? - July 19th, 2010
• Is Cloud computing getting safer? - July 13th, 2010

Why online backups are the way forward – because they provide:

1. User friendly backup/restore applications
2. Native off-site and archival services
3. Reduce secondary storage requirements through data de-duplication concepts
4. Intelligent data transfer methods through hashing algorithms
5. Safe – same data protection means such as, encrypted storage and connection
6. Scalability for future growth
7. Cheaper TCO (total cost of ownership)
8. Introduce pay-per-use concepts
9. Data retrieval anywhere-anytime concepts

RSync: The first time a file is transfered

RSync: What happens when the source file changes.

These people did not have any military sensitive information on their computers; they didn’t even have the personal details of members of their local soccer club or church choir. They didn’t make the headlines because the value of their desktop or notebook computer was gynormous. Pastor Michael lost 20 years of sermons;  Troy’s laptop and external hard disk contained photos he had taken while serving in Iran as well as digital images of his house which burned down while he was away in Iran; Cassie’s home computer held the last photos she had taken of her dad before he died; Mark’s notebook contained the last photos of his mum who died after suffering from a rare degenerative condition called Pompe disease.

It’s not the cost of replacing the computer that bothers these people; some have even stated that they would be happy to get the contents of their computer back and have promised that if someone hands them a DVD or the notebook’s hard disk with their personal stuff they would not ask any questions. Their personal stuff is worthless to anyone else. Cassie summed it up by stating that “It’s really distressing to know that someone could just wipe all that off and sell it for money”.

These are four of the hundreds of computer thefts that take place every day of the year. These people don’t live in a bad neighborhood; they come from Australia, England, United States, and every country that has computers and crime. Had these people had a Remote Backup solution they would not have found it necessary to become one of the pages of a newspaper. A Remote Backup account allows you to backup your important files over the internet at lightening speed. The number of backups one can take is unlimited. Irrespective of whatever happens to the computer sitting in your backpack or on a desk at home, your data will never cease to exist. Remote Backups turn a disaster into a minor inconvenience.

In a connected world Remote Backups are something we cannot live without.

Last week I decided to unpack yet another box I had carried over to my new house almost a year ago. The thing with the last remaining boxes is that these contain the non essential bits and pieces, the memorabilia and stuff that was either passed down to me or which was prevalent in my life many years ago. Opening these boxes isn’t an act of simply unpacking and sorting stuff but one of reminiscing through my and my ancestry’s past. This box contained photos taken during the 60s and 70s. And I always thought that only punk rockers had funny hair styles!

Up to the advent of digital photography, taking a photo was a costly process. Even though one could purchase relatively cheap cameras, the cost of film and the development of the same were such that taking a photo would be a planned event for many people. Since each photo carried its own cost, a photo would be discarded only if it was horribly wrong. A photo with half of Aunt Lucy missing or Uncle Bertrand being slightly blurred would be retained and would be passed around on those infrequent family gatherings when old photos would be passed around.

Today we live in the digital era. Ones and zeroes have replaced paper and chemicals. Cameras are cheap and even the cheapest models have sufficient functionality built in to make anyone a respectable photographer.  It is becoming impossible to get a blurred, overexposed or underexposed photo. Who knows, someday we will be asked to pay for some of these retro functionalities! Now-a-days when taking a photo we keep on recording one shot after another until we get the one we are happy with. All we have to do is delete the ones we do not want and eventually transfer everything to a folder on our computer.

Yet will a digital photo of Uncle Bertrand taken today be available to someone in 40 years time? The answer is a probable no. Your hard disk in your home computer will fail sooner or later, the notebook on which you keep all your photos will suffer a fall, get stolen or lost and maybe a virus or component failure will wipe away all the data on your computer. Even CD and DVD-ROMs have a shelf life after which the manufacturer no longer guarantees the readability of data.

Taking regular and repeated backups of your computer’s important files is the only way to ensure that someone will be able to comment on your hairstyle somewhere down the line. Fast online backups to offsite servers ensure not only that you are backing up the things that matter to you but also that you are safeguarding against losses as a result of fire, flood, and theft.

Go on, let others have a good laugh at you – protect your data by taking a backup.