I do not recommend tape backups for small businesses. They are best used for large corporate lans with very large data backup requirements. Otherwise tape is not cost effective anymore.
I use DVD-RW backups for ALL my small business clients. That's almost 9Gb of data backup with compression (18Gb if you use dual layer DVDs) - comparable storage size to tape drives, far faster and far more reliable.
I recommend Stomp's Backup MyPC software. This is essentially the same software as Veritas used to sell as their backup app (and Veritas also wrote the backup app built into Windows), and Stomp bought it from them and improved it. Backup MyPC does NOT run on a server OS, but I always do my backups from a workstation anyway.
Unlike tape, you can archive CDs or DVDs so it's a no-brainer. I have my clients use re-writeable discs for Monday thru Thursday. On Fridays they grab a DVD+R blank from a 50 pack spindle and burn a permananet archive copy - write the date on it and file it away. THIS IS INVALUABLE. I can't tell you how often I've had a client realize they deleted an important file several weeks (or even months) later, and if you're only making backups with re-writables that you re-use every week, that file is lost forever. If you keep a weekly archive you can ALWAYS go back and find a lost file.
I setup Backup MyPC to run late in the evening every business day after everyone goes home. As long as someone puts a disc in the drive, the backup will happen automatically. I also use a small batch file and schedule it to run after the backup (using Windows Scheduler) to eject the disc and print the backup log summary so the not-so-bright office people have a confirmation that the backup actually happened (and hopefully they'll read the log summary to confirm that the date is correct and there were no errors).
Cost is inexpensive: DVD-RW Drive = $60 for a good Lite-On DVD+-R drive, Backup My PC is $60, and media is dirt cheap.
Some important guidelines I give to my clients:
- EVERYONE must close all applications at the end of the business day, or you will not be able to backup all your data. Backup apps can't backup a file that's in use.
- ALWAYS use data verification. This forces the backup app to compare the files on the backup to the originals after completing the backup. This assures you that you have a good backup.
- Don't blindly rely on your backup program. Check the backup log regularly (at least once a week) to make sure the backups are occuring. Also, AT LEAST once a month, you should restore some randomly selected files from a recent backup as a test to make sure you can recover data from your backups (MAKE SURE NOT TO OVERWRITE YOUR DATA WHEN YOU DO TEST RESTORES! Select a temporary folder as the destination for your restores.
- Keep any backups, and your inportant CDs (your applications, OS CDs, etc) in a FIRE SAFE (Walmart sells one for $30). EVERYTHING you may need to get a replacement computer up and running after a disaster should be in the fire safe. If the office burns down it doesn't do you much good if you have a backup of your data, but no copy of your backup software to restore that data, and no copy of whatever applications you need to install on a replacement computer.
- Keep DUPLICATE COPIES of ALL application installation CDs OFF SITE! Office gets robbed, you're screwed if everything is on-site.
- ALWAYS keep a recent data backup OFF SITE! I tell my clients to take the previous day's backup home each night. If the place gets robbed, and you lose everything, at least you have a 24 hour old data backup and (if you followed the previous recommendation) a copy of all your apps.
Disaster recovery is MUCH MORE than just making the occasional backup. Plan for the worst. I see the worst happen all the time.
My clients adore me when they follow my instructions and disaster strikes. I can usually get them up and running again with a loaner system in a few hours at worst.