Your Backup Is Not an Archive: The Hidden Dangers of Misusing Your Data Systems
As “Mr. Backup,” I’ve spent decades helping companies protect their data. One thing I worry about is that too many organizations are using their backup systems as makeshift archives. This practice isn’t just inefficient—it’s a ticking time bomb of legal liability. First I’ll explain why this is the case, and then I’ll explain what you can do about it. The answer is easier than you think.
First, let’s get one thing straight: backup and archiving are not the same thing. Backups are designed for operational and disaster recovery – to help you get back up and running quickly after data loss. Archives, on the other hand, are for long-term data retention and retrieval. Using one for the other is like trying to use a fire extinguisher as a water fountain. Sure, you might get a drink, but it’s messy, inefficient, and not what it’s designed for.
The Perils of Misusing Your Backup System
When you use your backup system as an archive, you’re setting yourself up for a world of hurt. Here’s why:
- Needle in a Haystack Syndrome: Backup systems are great at ingesting data, but they’re terrible at finding specific pieces of information. Try finding a particular email from five years ago in your backup system. I’ll wait. (Spoiler alert: You’ll be waiting a long time.)
- Retention Nightmares: Backup systems typically overwrite data on a regular schedule. This means you might be deleting data that you’re legally required to keep, or keeping data that you should have deleted ages ago. Both scenarios spell legal trouble.
- Performance Issues: Backup systems are designed for bulk data movement, not frequent, granular access. Using them for archival purposes can slow down your entire backup process, putting your disaster recovery capabilities at risk.
- Cost Overruns: Storing unnecessary data in your backup system means you’re paying for storage you don’t need. It’s like renting a warehouse to store empty boxes—a waste of money and resources.
- Compliance Headaches: Many regulations require you to produce specific data within a set timeframe. Good luck doing that with a backup system not designed for quick, targeted retrieval.
The eDiscovery Dilemma
Now, let’s talk about the elephant in the room: eDiscovery. When legal comes knocking (and trust me, they will), they don’t want all your data – they want specific pieces of information, and they want them now.
Backup systems are notoriously ill-equipped for this task. They’re designed to restore entire systems or large data sets, not to search for and extract individual files or emails. Trying to use a backup system for eDiscovery is like trying to perform surgery with a sledgehammer—messy, imprecise, and likely to cause more harm than good.
I once worked with a company that learned this lesson the hard way. They were hit with an eDiscovery request and confidently turned to their backup tapes. Three months, countless overtime hours, and hundreds of thousands of dollars later, they were still searching. The court was not amused, and the results were… let’s just say, unpleasant.
The Solution: Unlock Your Backup’s Potential
So, what’s the answer? It’s not as simple as “don’t use your backup as an archive.” The reality is, many companies have years of valuable data locked away in their backup systems. The key is finding a way to access and utilize this data effectively, without compromising your backup processes or breaking the bank.
This is where S2|DATA’s innovative TRACS (Tape Restoration and Cataloging System) comes into play. TRACS is a game-changer in the world of data management, offering a bridge between your backup systems and your archiving needs.
Here’s how TRACS transforms your backup system into a powerful, accessible archive:
- Non-Native File Restoration: TRACS can restore data from over 20 backup software applications and hundreds of versions without requiring the original backup software.
- Granular Data Extraction: Unlike traditional backup systems, TRACS allows you to extract specific files or email messages, making it ideal for eDiscovery and compliance needs.
- Metadata Cataloging: TRACS creates a comprehensive catalog of your backup data, making it searchable and accessible, via our online portal Invenire.
- Cost-Effective: By leveraging your existing backup data, TRACS eliminates the need for a separate, expensive archiving system.
- Compliance-Friendly: With its ability to quickly locate and extract specific data, TRACS helps you meet regulatory requirements for data retention and retrieval.
I’ve seen companies transform their approach to data management with TRACS. One large mortgage company saved over $800,000 annually in software licensing costs by using TRACS to selectively restore and migrate email data from their legacy system.
Remember, in the world of data management, it’s not about abandoning your backup systems – it’s about unlocking their full potential. With the right tools and expertise, your backup system can serve as a rich, accessible archive.
Don’t wait for a legal disaster to strike before you act. Audit your data management practices today, and consider how a solution like TRACS could help you take control of your legacy data. Your future self (and your legal team) will thank you.
