By Eric Ruck, The Velarium Group, LLC (Published Apr. 12, 2004)

Safe and Sound, Right?

Thanks to the speedy spread of technology, we've all become acutely aware of the importance and safety of our data. Everyone has a virus program running on his or her computer to keep the software from getting sick. The computer is plugged into a surge protector to keep the hardware from getting sick. And spare copies of the data abound since every computer for the last half-decade as a CD burner in it, right? If only it were that easy to protect the person sitting in the chair, who probably has a case of the sniffles right about now.

Well, there is no magic pill to cure the sniffles, and there is no magic pill to keep your computer and its data safe. You have to take an active interest in your machines to keep your office running smoothly.

Virus Database

Your antivirus program uses something called a virus database to help it identify infections. Like their biological counterparts, viruses can mutate to the point where they are unrecognizable by the programs that check for them. And creative miscreants write new viruses all the time that are specifically intended to fool the checkers that are out there.

For this reason, the virus database must be updated frequently. If you're computers are always connected to the web by a broadband Internet connection, your virus program should be scheduled to download updates automatically. If you are using a dialup Internet connection, you can probably configure your machine to connect, download and disconnect in the middle of the night, but you may have to get your updates manually, when you're online.
The date of the virus database is usually displayed prominently on the main screen of your virus checker program. Every virus program is different, so you'll need to check with the manual for your program if you can't find the date, or the instructions for downloading a fresh database.

What is important is that you check the date periodically, even if your program is set to download a new database automatically. Sometimes the automatic process can fail, if there is a problem with the Internet connection, or if your update subscription has expired.

Surge Protectors

The little green light on the surge protector says that it's working, right? Unfortunately, that is not always the case. Surge protectors wear out over time. Despite the lights and the self-test buttons, it's usually a good idea to assume that a power strip more than three years old is no longer protecting your equipment.

Consider that your $1000 computer, $500 laser printer $200 office phone and untold hours of work on your hard drive are probably being protected by a dusty old device that may not be working and could be replaced for less than $20. When you buy a new surge protector, make sure its response time is listed as less than 1 nanosecond and its peak surge is at least 1000 joules (these should be on the box).

When you get your new surge protector, mark the date you put it in service on the bottom with a permanent marker. Make a point of checking once or twice per year, during spring-cleaning. Any power strips that are approaching two years old or older, replace immediately.

CD Backups

Most people are under the impression that CD's last forever, because those first few music CDs that you bought in the late 80's still play. That could not be further from the truth.
CDs are long lived, and no one knows how long you can expect an average, well cared-for CD to last. We do know that pressed CD's such as the ones on which you buy music last much, much longer than burned CD's, and that music can tolerate some information loss without significantly affecting the quality of the sound, but your data could suffer tremendously if even one bit goes off.

Statistically speaking, the point at which a CD-R starts developing bit errors can occur in as few as 5 years, even if the disks are stored carefully. For CD-RW media its as little as two years.

There are a number of options. First, magnetic tape has a lifetime in excess of 20 years, so its usefulness has hardly run its course. If you'd like to continue to use CD's for backup, you should make multiple copies and carry one offsite (actually you should do that anyway, regardless of the storage media you choose). Write the date each copy is made on the disk.
Once or twice per year, you should validate your backup copies, and make fresh copies of any CDs that are more than a few years old. Be sure to completely destroy the old copies if data security is important to you.

Eric Ruck is Director of Software Development for The Velarium Group, LLC, a full-spectrum IT company that performs preventative maintenance schedules for clients through its TotalITsm service. He can be reached at eruck@velarium.com or (443) 621-5459. Visit Velarium on the web at www.velarium.com.

Back to top
Current Digitalharboronline Columns Page