This article first appeared on Information Week, and was written by George Crump.

In our last entry we discussed different ways that you can move data into the cloud, something I call onramps. In theory the ability now exists to put all your data types on a cloud storage platform, but is that the right choice for your business? How do you determine which data you should put in the cloud?

The answer, like almost everything else in I.T., is it depends. It depends on what your key internal storage challenges are and what the internal resistance to using an external service might be. Notice that not included in that discussion is what is the size of your company, the amount of IT resources you have nor the amount of data that you have. While I find that it is often assumed that cloud storage is for small business owners only, there are cloud storage solutions for businesses of all sizes including large enterprises.

The first area to examine is how much data is being accessed on a moment by moment basis. As you may have noticed from the discussion in our last entry there is an onramp or cloud gateway for almost every data type now, ranging from backups to primary block storage. The moment by moment change rate plus the data type will determine how large the local gateway cache will need to be and how often data will need to be recalled from the cloud. The total size of the data set is for the most part irrelevant, other than the GB cost to store it but that cost should be relatively static. The movement of data from your local cache from the cloud will be what delays an application. The more often that data can be served from local cache either through smart caching algorithms or large cache space the better. Also several cloud storage providers charge extra for the transfer out of the cloud back to local storage, so it can lead to a surprise on your bill. Since most onramps or gateways give you a choice of provider it makes sense to know what the hidden extras are from each provider.

The impact of restoring data back from the cloud and its potential extra costs is one of the reasons that backup and archive data have been so popular. The transfer is almost always one way; upload. Also most big recoveries can happen from the local cache and don't need the data stored on the cloud. The backup copy in the cloud mostly serves as a long term retention area. As you move into using cloud storage for primary data the transfer issues become a bit more thorny. The easiest data set use case to deal with is the file share use case. Most files on a file server are only active for a few days and then become dormant. This is an ideal use case for cloud storage, let the older files migrate to the cloud. Even if they do need to be recalled from cloud storage later only a single user is typically impacted by the delay in access, and a single file access is relatively fast.

Databases become a bit more tricky. Here look for applications that have a small portion of the application that is accessed on a regular basis. Microsoft SharePoint is a good example of a "ready for cloud now" data set and potentially some mail systems that store attachments and messages as discrete files. In the near future don't rule out busy transaction oriented databases. As the developers of these platforms embrace the availability of cloud storage they can build in ways to auto-segment off tier sections of data so that it can be stored on different storage types automatically and the cloud could be one of those types.

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We have all experienced it - a computer crash, the blue screen of death, a program freeze and the worst of all, a hard drive failure resulting and data loss.  When faced with the following situations your crucial data may be lost or become inaccessible.  Here are some tips on solving that problem.

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In the world of IT, there are a number of maintenance activities that need to be performed regularly in order to keep a network running smoothly. Much like changing the oil or rotating the tires on a car, system updates, backups, hard drive defragmentations and other processes are important for maintaining the overall health of a network or server. Many of these processes require system resources or even system down time, so a certain amount of planning and organization is required in order to minimize impact on end users or overall system performance. In addition, running too many of these tasks at the same time can cause these processes to slow down or even conflict with each other, further complicating the issues associated with system maintenance.

 For these reasons, we have strived to maintain a proper schedule when it comes to system maintenance tasks. Most of these services happen during off hours when end users will be impacted least. In addition, they are set up to run at specific times in order to minimize conflicts, such as updates causing the system to reboot while a backup is in progress. It also allows for greater troubleshooting. For instance, if we know all system updates occur on a specific night, it makes it easier to assess whether or not those patches are related to a specific issue that a system may be having. This kind of organization not only allows us to provide better service, but is also essential to ensuring proper system health while minimizing system down time.

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If I’d asked anyone what a thousand gigabytes is called 10 years ago, they’d look at my like I was crazy.  No one could even fathom that much storage. 

A few months ago, Seagate announced the worlds largest desktop hard drive, 1.5 TB.  That TB means terabytes, otherwise known as 1,500 gigabytes, 1,500,000 megabytes, 1,500,000,000 kilobytes, you get the idea.  To put this in perspective do you remember those 5.25" black floppy drives?  It would take 2,343,750 of those disks to equal the size of this new harddrive.  Assuming they are 1/8" thick that would make a stack 292,968 Inches tall (That is 4.62 miles or 24,414 feet).  All this storage has been compressed into a rectangle that is only 1" thick.

That’s a lot of storage.  But is it really?  Do we need that much space on a desktop computer?  Why not?  Storage is cheap compared to what it was just a few years ago.  My first PC had a 10 megabyte hard drive.  That means I could store 10,000,000 characters of text.  Ten million wow!  Sure sounds like a lot until you compare it to todays world-that would barely hold 2 music downloads. 

I was lucky though, most PC’s in the late 80’s didn’t have hard drives at all, just a 5.25” floppy drive.  You’d put in the operating system floppy to boot up, then insert your program floppy to load the program you wanted to run, then insert a data floppy if you wanted to save what you were working on.  All this fit into 640 kilobytes of memory.  Pretty impressive in its day. 

In 1980, a 10 mb hard drive (just the drive, not the computer needed to run it) went for $3400.  Fortunately I got mine used from the university for $50 several years after.  We live in a digital age.  Almost anything can be stored in 1’s or 0’s; music, photos, videos, documents, you name it.  And it all takes up space.  And if its important 1’s and 0’s, like babies first steps on home video, it needs to be backed up, requiring more storage. 

I’m a fan of using a PC as a media hub in the home.  I will store all the kids DVD’s on my PC’s hard drive so we don’t have to worry about scratching or loosing disks.  These movies, uncompressed can take up to 8GB of space each.  With the introduction of Blu-Ray movies, these can take 50GB of space.  While these movies could be compressed, you loose quality in picture and sound.  I prefer to leave them in their native format, I don’t want to loose a single Pixar pixel.  My music is all stored on my hard drive and can be streamed to any room in the house.  Photos going back 10 years since my first digital camera are stored on my hard drive and can be easily brought up on the big screen for slide show night.  We never pull out photo albums anymore, and if it isn’t digitized, it gets lost.  So who needs all that space?  I’m certainly glad to have it.  Who knows, in a few years I may be boasting the benefits of my petabyte drive, amazed I used to fit it all in a few terabytes.

Terabytes in use
•    Wal-Mart's data warehouse in Middletown, Connecticut contains 500 terabytes of data as of 2004.
•    The U.S. Library of Congress Web Capture team has claimed that "as of May 2008, the Library has collected more than 82.6 terabytes of data"
•    Ancestry.com claims approximately 600 terabytes of genealogical data with the inclusion of US Census data from 1790 to 1930.
•    LaCie released the world's first 1 TB external hard drive in early 2004.
•    Hitachi introduced the world's first one terabyte internal hard drive in 2007.
•    In 1993 total internet traffic was around 100 terabytes for the year.  As of June 2008, Cisco Systems estimated internet traffic at 160 terabytes per second.
Source: http://en.wikipedia.org/wiki/Terabyte
 

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As computers progress and get cheaper, it is often easier and cheaper to replace a computer than it is to fix it. Some of our clients aren’t used to this approach. Many have been using computers since they cost $5,000 and are accustomed to maximizing the investment by getting as much use as possible out of the computer. Here are some of the reasons I give when I tell clients their money would be better spent replacing a problematic PC older than 3 years:

• Productivity. Almost everyone who gets a new computer talks about how much faster it is compared to the old one. For business owners, that means your employees can be more productive, and hopefully make you more money.
• Data protection. While it is always good to test your backup strategy, doing so by experiencing a failed hard drive is not what I would recommend. A 3+year old hard drive is in some cases a ticking time bomb. It is much easier to replace a computer before the hard drive dies.
• New programs and features. Often times, companies contact us when they have a new program they want to install that won’t run on the computers they are currently using. This means that if they want to run the new program, all computers need to be upgraded or usually replaced.
• Warranties. As a machine gets older, it is often more difficult to find replacement parts for some components. By being covered by a manufacturer’s warranty, we can typically receive all necessary parts next business day, free of charge.
• Budgets. When you drive a computer until the wheels fall off, it is difficult to predict what the expenses will be. Computers often die a slow death, requiring on-site visits to replace failed components and employee downtime. If a company decides to replace all computers every three or four years, it is easy to plan in advance, before yearly budgets are created, which machines will need to be replaced during that year.

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