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How do you train and educate your users and stakeholders on backup and recovery best practices?

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Backup and recovery are essential skills for any system administrator, but they are not enough if your users and stakeholders are not aware of the best practices and policies. In this article, you will learn how to train and educate your users and stakeholders on backup and recovery best practices, such as why backups are important, what types of backups to use, how to restore data, and how to prevent data loss.

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Manish K. Sharma

Property Manager

1 Why backups are important

Backups are copies of your data that you can use to recover from various scenarios, such as hardware failure, human error, malware, natural disasters, or theft. Backups can help you avoid data loss, downtime, reputation damage, compliance issues, and legal liabilities. You should explain to your users and stakeholders the benefits of backups and the risks of not having them. You should also inform them of your backup policy, frequency, retention, and location.

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Manish K. Sharma

Property Manager
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In my experience i tell my clients that i provide various technology services, how important to implement a backup strategy that suits your needs. Regularly schedule backups, store them securely, and periodically test the restoration process to ensure the integrity of your backups.

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B. Celestino Carreon

Salesforce Consultant at Rainbow Admin | Transforming businesses with tailored Salesforce solutions | Empowering Organizations to thrive in the Cloud.
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Cost is often a barrier when it comes to try and validate expenses on a backup system, but the cost of not having it is often so much greater. Many systems have a low budget export option, that you should take advantage of. It isn't your best option, but at least it is a start.

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2 What types of backups to use

There are different types of backups that you can use depending on your needs and resources, such as full, incremental, differential, or synthetic backups. Full backups capture all the data in a system or a folder, while incremental and differential backups capture only the changes since the last full or incremental backup, respectively. Synthetic backups combine full and incremental backups to create a new full backup without affecting the production system. You should teach your users and stakeholders the advantages and disadvantages of each type of backup and how to choose the best one for their situation.

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Manish K. Sharma

Property Manager
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I always emphasize my clients various backups strategy The choice of backup type depends on factors such as data size, frequency of changes, available storage resources, recovery time objectives (RTOs), and recovery point objectives (RPOs). It's often recommended to have a combination of backup types to achieve a balanced and comprehensive backup strategy.

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B. Celestino Carreon

Salesforce Consultant at Rainbow Admin | Transforming businesses with tailored Salesforce solutions | Empowering Organizations to thrive in the Cloud.
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It is better to cover all of your basis, by having backups in various formats and locations. With Salesforce, you have the option for a Full Copy sandbox. While often used for testing purposes, is a great start. Having a "hotfix" sandbox that is refreshed before each deployment helps preserve your metadata. Salesforce also allows for a weekly export. These are a great start, and are free- mostly. The full copy sandbox is included in higher tiered versions of SF. Then there are other disaster recover tools like OwnBackup or Spanning. Some orgs will have a data warehouse to store backups of your data. This might seem like overkill, but if you lose 1 day's worth of data think of what it will cost you in time, money, and customer retention.

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3 How to restore data

Restoring data is the process of retrieving your data from a backup and restoring it to its original or a new location. Restoring data can be simple or complex depending on the type of backup, the amount of data, the level of granularity, and the recovery point objective (RPO) and recovery time objective (RTO). RPO is the maximum acceptable amount of data loss, while RTO is the maximum acceptable amount of downtime. You should show your users and stakeholders how to restore data using the tools and procedures that you have in place. You should also test your restore process regularly and document the results.

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Manish K. Sharma

Property Manager
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This could be a full backup, incremental backup, differential backup, or a specific snapshot or version. Choose the data to restore: Specify the specific files, folders, or data you want to restore. Depending on the backup solution, you may be able to browse through the backup and select individual items or choose entire directories. The exact steps and options may vary depending on the backup software or solution you are using. Some backup solutions may offer more advanced features, such as point-in-time recovery or granular restore options for specific databases or applications. Always refer to the documentation or user guide provided by your backup solution for specific instructions on how to restore data.

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4 How to prevent data loss

Preventing data loss is better than recovering from it. Data loss can be caused by various factors, such as human error, malware, hardware failure, power outage, or natural disaster. You should educate your users and stakeholders on how to prevent data loss by following some best practices, such as using strong passwords, encrypting sensitive data, avoiding phishing emails, updating software, backing up data regularly, verifying backups, and storing backups offsite or in the cloud.

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Manish K. Sharma

Property Manager
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Implement a regular backup strategy to create copies of your data. Use redundant storage systems to minimize the risk of data loss technologies like RAID. Implement data replication: Data replication involves creating and maintaining multiple copies of your data across different storage systems or locations. Develop a comprehensive disaster recovery plan that outlines the steps to be taken in the event of data loss or a major incident.

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5 How to assess your backup and recovery strategy

Your backup and recovery strategy should be aligned with your business goals and requirements. You should assess your backup and recovery strategy periodically and update it as needed. You should consider factors such as the value of your data, the impact of data loss or downtime, the available resources, the legal and regulatory obligations, and the feedback from your users and stakeholders. You should also measure your backup and recovery performance using metrics such as backup success rate, restore success rate, RPO, RTO, and cost.

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6 How to communicate your backup and recovery strategy

Communication is key to ensure that your users and stakeholders understand and support your backup and recovery strategy. You should communicate your backup and recovery strategy using various methods, such as emails, newsletters, webinars, workshops, training sessions, or posters. You should also solicit feedback from your users and stakeholders and address any questions or concerns they may have. You should also recognize and reward your users and stakeholders for following the best practices and policies.

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Manish K. Sharma

Property Manager
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In my experience Prepare a comprehensive document that outlines your backup and recovery strategy. Continuously emphasize the importance of backups and data protection, reinforce best practices, and address any questions or concerns that arise. By ensuring that everyone understands and follows the backup and recovery strategy.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you train and educate your users and stakeholders on backup and recovery best practices?

1

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3

4

5

6

7

1 Why backups are important

2 What types of backups to use

3 How to restore data

4 How to prevent data loss

5 How to assess your backup and recovery strategy

6 How to communicate your backup and recovery strategy

7 Here’s what else to consider

System Administration

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How do you train and educate your users and stakeholders on backup and recovery best practices?

1

2

3

4

5

6

7

1 Why backups are important

2 What types of backups to use

3 How to restore data

4 How to prevent data loss

5 How to assess your backup and recovery strategy

6 How to communicate your backup and recovery strategy

7 Here’s what else to consider

System Administration

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