I was listening to Marketing Over Coffee a few weeks ago and heard a sad tale of woe from co-host John Wall. His blog, Ronin Marketeer, was down for four days. Hosed, in fact.

Literally.

On February 20th, there was an an accident during the annual inspection of the fire-suppression system at WestHost’s data center. If you rewrite WestHost’s account of the incident in the active voice, it amounts to “The vendor forgot to remove an actuator before the inspection, and this triggered a release of Inergen all over the data center.”

According to Wikipedia, Inergen is non-toxic…to humans. It is, alas, highly poisonous to computer servers. And John’s blog just happened to be on one of the worst-affected machines.

Bye-bye blog.

The good news is, WestHost actually had backups of its clients’ sites. Not all hosting companies actually back up your website for you. (You can usually make your own backups through the control panel, but you may or may not be able to automate this process. Of course, if you have a traditional HTML site and edit the files on your computer before uploading them, you should be able to back up your local versions easily.)

The better news (theoretically) was that John, being a smart guy with lots of IT experience, had recently made his own backup of his blog. That meant he was starting out in better shape than Jeff Atwood over at Coding Horror, who had to rely on other people to piece together bits of his lost blog for him.

But the first attempt to restore Ronin Marketeer left a bit to be desired. When I sent a sympathetic inquiry to John after hearing the podcast, he sent me a link to a post he had titled “When Even a Backup Is Not Enough.”

As you can see, everything is all f’d up here.

Over a week ago disaster struck at my hosting company, during a fire alarm test the suppression system was triggered, hosing all the servers. This blog was dead for a full week.

We were offered to move our hosting from the version 3 infrastructure to v4, and I took up the offer since it got my domain back 2 days earlier. Unfortunately the new environment is not the same – even though I have a full backup of my Database that supports this blog, the new system does not allow you access to the directory where that data is kept.

I’m no expert in MySQL, but it looks like I’ve gone from having my own instance to sharing one on the server with everyone else.

The end result is that all my archives are gone for now and my Google juice vanishing as there’s no access to any of my archives. It looks like my only path is to install WP and MySQL on a box of my own, then do a WordPress export so I can then import it back in. I cannot believe that having the actual files is not enough for me to do a restore.

“My god,” you may be thinking. “If having the backup is no good, why bother making one?”

But if he hadn’t had the backup, the story would not have had a happy ending, and it does. John had to do some heroically geeky things, but he was able to get the blog back up and running. He did lose some comments, probably due to the nature of the restore process, but everything else seems to be intact. John started Ronin Marketeer in November 2006, and he’s a pretty prolific blogger. It would have been a serious loss, and no fun to try to reconstruct from the Google cache and the Wayback Machine.

I’m betting John will be especially interested in the WordPress backup plugin I’m going to be writing about next week. Everyone else certainly seems to be, and I’m very impressed so far.

A few weeks ago I got an e-mail from my stepmother, who converted to Mac some years ago when she left the corporate world. As I wrote back in November, she brought my father into the Apple fold after his retirement.

For the most part, they are very happy with their Macs, but sometimes trouble rears its ugly head in paradise. Though Macs are well-constructed pieces of hardware, they’re not immune to drive failure—and some of Apple’s products exhibit other flaws. “You might be interested in writing about Time Capsule failures,” Pam wrote.

I was totally unaware of this problem until mine died on Friday as it had been operating flawlessly up to that point. It was not until I did the usual round of troubleshooting per the manual that I Googled time capsule failures, to know that I was not alone. I am off to the store today to get my replacement time capsule, but word on the net is that Apple still has not fixed the underlying flaw so now I am looking at a second backup drive or cloud backup as I can not rely on Time Capsule. If you Google “time capsule power failure”, you will find lots to write about.

Indeed, if you search for “apple time capsule power failure” (without the quotes), you get (at the time of this writing) 114,000 results. A November 2009 article from the Guardian includes a nice graph pegging the average life span of a Time Capsule at 535 days:

The problem is not disk failure, but the power supply. Theoretically, the data on the unusable Time Capsules could be fine, but you can’t get to it.

Frustrated Time Capsule owners have created websites like AppleTimeCapsule.me, which provides warranty-voiding tips on how to prevent your Time Capsule from croaking. (Warning: in addition to voiding your warranty, this solution requires power tools, or sufficient muscle-power to put holes in metal casings without power tools.)

And then there’s the now-famous, only-half-joking Apple Time Capsule Memorial Register.

Once the number of dead time capsules reached 2500, the site stopped accepting new submissions. That doesn’t mean Time Capsules have stopped dying, but Apple has improved its replacement policies.

Pam described her experience this way:

Got my replacement for my Time Capsule—a refurbished Time Capsule. I was told that if it fried again I should bring it back for another replacement. I asked the Genius what Apple was doing to fix the problem and he said that I would need to call Apple. When you take the time capsule back they plug it in with your plug and then their plug and when it does not power up, they just hand you the replacement.

Can anyone spot what Apple left out of this resolution? That’s right: what about your data? Your presumably still intact, possibly entirely confidential data, now in the hands of the “genius” behind the counter at the Apple store. Well, apparently, that’s not Apple’s problem.

Both the websites I mentioned above offer some suggestions, however. The memorial site has a “Now What?” page that breaks down your options into Replace, Repair, and Do nothing. (Hmm. Anyone remember “Abort, Retry, Fail”?) “Replace” is what Apple will help you do. For “Repair,” you either need to be something of a hardware geek, or to hire one. The site points to a list of Time Capsule repairpeople around the globe, but it’s a short list. Any competent computer hardware repair person should be able to get your disk out and put it into another drive case, though.

AppleTimeCapsule.me suggests taking your TimeCapsule disk out before returning the case for replacement, then putting your own disk into the new case instead of using the one provided to you. This is possibly not quite honest, but then again, neither is Apple’s just taking your data.

It would make more sense to me if Apple just provided you with a new empty Time Capsule case and stuck your existing disk into it, especially if it’s clear that the point of failure was the power supply. Admittedly they don’t look all that easy to take apart and reassemble, but it seems as though the company might need to address the design anyway.

Meanwhile, as convenient as a Time Capsule is, it doesn’t seem like a good idea to make it your only backup device. What do other Time Capsule owners out there use to back up their Time Capsules (or their Macs) with? Is there a favored external hard drive maker? A most popular online backup provider? Inquiring minds want to know.

A good two months ago—or perhaps not so good, from his point of view—the long-suffering Richard Krueger of SS|PR contacted me about GoodSync Enterprise, the new corporate version of  GoodSync Pro, a consumer tool that’s been around since 2006 but about which I hadn’t written before. (So much software, so little time.) It was a good press release: nobody was excited, and the quote from a VP contained relevant information. I was particularly struck by this passage:

Extremely flexible, GoodSync Enterprise can intelligently recognize storage devices and tie specific jobs to specific USB disks; for example, all marketing materials can be synchronized with a thumb drive, while all PowerPoint presentations and Access databases are synchronized with a portable hard drive. Workers in different departments, different geographic locations, at a worksite, or who are telecommuting or on a mobile device, all have access to the right files in their proper context. Furthermore, jobs linked to devices recognized by GoodSync Enterprise can be set up to start automatically once each device becomes available.

There’s just one problem: I’m not in a position to test enterprise software. There’s no way I could test mass deployment or Active Directory integration, and if I could, most of my readers wouldn’t care. This is a blog about backup for small and home office computer users.

So Richard suggested I take a look at the consumer product instead, which I eventually managed to do. I thought I’d try GoodSync 2Go, the portable version, instead of installing yet another backup program on Enna. Besides, it seemed to make sense to run a sync tool from a memory stick. It saves installing the thing on multiple machines. GoodSync 2Go normally costs $39.95, which is $10.00 more than GoodSync Pro or GoodSync for Mac, but as of this writing (February 19, 2010), it’s on sale for $19.95.

Since GoodSync 2Go takes up less than 10 MB when installed, you don’t need a large memory stick for it. But you may find it a bit confusing once you finish installing and run the program. Unlike a lot of today’s tools, GoodSync doesn’t have any wizards or pre-set configurations. Fortunately there is a manual in tolerably good English online.

GoodSync’s basic unit of operation is the job. A job is either a backup job, meaning GoodSync copies the data from left to right, or a sync job, where data gets copied in both directions (usually replacing older files with newer ones). You need to create a new job for each location you want copied. In that sense, GoodSync works just like Karen’s Replicator or SyncBack.

GoodSync copies files to and from a wider range of sources and destinations, however. Your choices for each are My Computer (any local drive), My Network (any network drive or computer you have permission to access), FTP, WebDAV, Amazon S3, SecureFTP, and WinMobile. (I presume that if you get the Mac version, that last option is different.)

My first test was to sync Outlook PST files between Enna (the 17” laptop I use for most of my work) and Mena (the netbook I take with me to events and when traveling). All that happened was that I overwrote the older PST file on Mena with the newer one on Enna. No great loss there—I can retrieve the few messages I might have had stored on Mena but not on Enna (replies I made while out of the house) from the Rebit. But GoodSync is not the answer to my wish to keep my two Outlook calendars in sync (the mail is much easier). Oh, well.

For the second test, I decided to back up some files to my Amazon S3 account. (You’ll be hearing more about S3 next week, too.) It took a minute to figure out how to get logged in properly and create a new “bucket”, but once I did that, the backup job ran smoothly and quickly. (It wasn’t very large.)

Once you’ve created a job with GoodSync, you can automate it by clicking the little “Auto” button (the one that looks like a clock). The portable version lacks some of the scheduling options of the regular version, presumably because you won’t always have your USB key plugged in, but you can still schedule the job to run On GoodSync Start, On Folders Connect, On Logoff, or Periodically in increments of hours and minutes.

You can set filters to exclude or include certain files or file types, decide whether the program should “propagate” your deletions (why the default is “yes” on a  backup job, I couldn’t begin to say), keep previous copies of your files, and run scripts before or after you run GoodSync. All in all, it’s a fairly sophisticated program, even if it doesn’t synchronize individual Outlook items.

As its name implies, however, GoodSync is designed mainly as a synchronization program. It can make a perfectly adequate file-level backup program, but you’re probably not going to want to pay for it unless you want its multi-source, multi-destination sync capabilities.

If you want something that will just take all the data on your machine and back it up in one fell swoop with no brain activity involved on your part, this is not it. Go back and read about the Rebit SaveMe. But a no-brainer backup device can’t do what GoodSync does, either. They’re different jobs. Sometimes you need one thing, and sometimes another.

Review of the 3X Remote Backup Appliance

The headline of the pitch I received back in November read “3X Systems Launches Private Backup Cloud Appliance for SMBs”. The notion of a “private cloud” intrigued me, so I decided to follow up. (Besides, no one quoted in the press release used the word “excited,” so they get extra points.)

We all talk about “the cloud” as if it’s some amorphous collective up in the sky somewhere, but none of these “cloud computing” services actually operates among the cumulus and cumulonimbus. Your data is not floating around among the raindrops or waiting to crystallize as snowflakes. All it means to use cloud services is that instead of installing the software on servers in your office building, it’s on servers in someone else’s data center, and you access it through the Internet. Cloud storage puts your data onto disks in a similar data center (or more than one, for redundancy), instead of on a backup drive in your office.

With most cloud services, you rent rather than owning—though with companies like Google making so much available for free, consumers may forget that there are costs involved, the same way they seem to forget that there’s actual hardware involved.

With the 3X Remote Backup Appliance, you become your own online backup service.

Now, if you were geeky enough, you could find a way to do this without a special device. Personally, I’m not geeky enough. And I’m pretty geeky, relative to most people I know. So I think the 3X RBA is a great idea for three reasons.

1. The biggest disadvantage of online backup is the slow speed of data transfer over the Internet. Because the 3X makes its initial full (or “seed”) backup over the local network, it’s much faster than typical online backup services. (How long did it take me to upload my 2 GB backup to MozyHome Free the first time? 12 hours? And that over a cable connection.)
2. Many businesses—and even individuals—want to be sure of just who has access to their proprietary or confidential data. Running your own online backup service, with only your own company’s data on it, gives you complete control.
3. If you have half a dozen or more computers to back up, the monthly or yearly cost of most online backup services is going to start to add up pretty quickly. Many of them charge per computer rather than by the amount of data backed up.

So I arranged to get a product demo and an interview with 3X CEO Alan Arman and some of the team, and also to get an evaluation unit to check out. The demo was very straightforward: it certainly looked easy enough to use. But things are often a bit different in real-life situations. I wanted to see whether the 3X would really be as easy to set up and operate as it seemed to be. (After all, the CloudPlug was harder than it appeared.)

The evaluation unit arrived on January 20^th—the same day as my mother’s SaveMe drive. I was surprised at the size of the box. Based on the photos I’d seen, I was expecting something more the size of my Buffalo Quattro. This box was square and flat.

When I got home, I found out why. The 3X comes in two form factors: the cube, for desktop use, and the 1U rackmount model. Guess which was in that box.

“They sent you a what?” the Ur-Guru said. “Didn’t you go batty from the 40×40mm fans in a rack model!?”

To be fair, Richard Keggans at 3X offered to ship me a cube version instead when I told him about the mistake, but once he assured me that I could still use the rackmount model without a rack, it didn’t seem worth replacing it when I was only going to be using it for a few hours anyway. (The PR spokesperson, who has perhaps never been in a server room, said “We didn’t think it would make a difference to you.” Ha. I think he just wanted to be sure they’d get their $2500 device back.)

Anyway, for anyone else who’s never been in a server room—it’s not so much that the fan noise is loud. It’s not actually louder than, say, my space heater, which is also an electric fan. I did not really need to warn the neighbors to run for their earplugs before powering the thing up.

It’s just that there’s something about the quality of the noise that causes instant brain death. You can tell immediately why people lock these things in cages behind heavy doors inside secure buildings miles away from where they do their actual work. Even the Ur-Guru doesn’t work with rack-mounted systems, because the noise would be too much even for him if he had them in his home office.

So if I were a real customer, I would have bought the cube model, which Richard says is “almost silent.” And it probably is, too, because it isn’t being stored less than an inch from some equally hot device above and below it. The Buffalo Quattro, which has more hardware (though less software) in it, makes very little noise. (Interestingly, the two draw the same amount of power.)

Installation

Even given the awkwardness of having the wrong version of the device, it was easy to set up the 3X. (The printout of the Quick Start Guide was helpful, too.) Plug in the power cable, connect the Ethernet cable to your router, and turn the monster on. Then insert the memory stick with the 3X admin software into your computer and let it run. Then reboot your computer, and start up the 3X Systems Admin tool again. Your device should automatically appear; just select it and choose “Launch Manager.”

That takes you to the web interface, where you do all the sophisticated stuff, including downloading the client software so you can back up individual computers to the device.

The critical thing at this juncture is to set up port forwarding—something I don’t think I’ve talked about since I reviewed ION Backup. I obviously hadn’t done anything with it since then, because I still had that port set up to forward. (Oops.) It took me a while to find the right screen in my router admin, but eventually I found what I needed, and it only took a minute to set it up after that.

There’s a connectivity check feature in the web manager tool for the 3X, so you can check to make sure that it’s possible to reach your device from outside your local network. This is important if you’re going to actually use it for its intended purpose as an online backup device. (And if you aren’t, why are you paying so much money?)

I then downloaded the client and set it up on my netbook. This worked pretty much the same as installing any other backup software. Once it’s installed, however, you have to get a key from the administrator (provided in the backup manager, above) and then the administrator has to approve you. The administrator can also create backup sets and set quotas for client computers.

I’d read some of the instructions for creating backup sets while waiting for Enna to reboot after the initial 3X admin tools install, so I figured I was all set to define my backup set and go. I did run into one small issue, however: when I clicked “Edit” under the “Backup Sets” tab, the top of the window ran off my 1024 x 600 netbook screen.

I was still able to create a backup set that would copy everything on the C:\ drive except for the Recycler, System Volume Information, Windows folder, and Program Files. When I eliminated those, I was left with 9 GB of data, and the 3X copied them quickly (if loudly) while I had lunch.

I’m not really in a position to test the deduplication and some of the other features of the 3X, but deduplication is the reason you can back up several computers to a 100 GB drive. All enterprise systems rely on it these days, but almost no SOHO systems offer this level of dedupe. (And if you have people sending e-mail attachments to others in your company, you’re racking up duplicate files fast, never mind duplicate software installations.)

So I’ll leave those to another reviewer and just say that my “seed” backup went smoothly. It was time to test the remote backup.

Remote Backup and Restore

The normal way to use a 3X is to disconnect it from the local network when the seed backups are complete and move it to another location—the business owner’s home, a different office, or even a cage rented in a data center. Then you plug it in and hook it up to the Internet, and the client computers will back up incrementally according to their schedules. Because only the changes are backed up, this doesn’t take much bandwidth or time.

I don’t have an alternate office location, much less a pocket data center, so I took my computer elsewhere instead. I headed over to the local public library to see whether I could back up and restore data using their free wi-fi connection.

I didn’t have so much luck backing up. I’m not sure why, but the program just seemed to sit around endlessly calculating the size of the backup. (Not very large: I had downloaded a whole two image files so there would actually be some changes to back up.) This might have had something to do with the very slow wi-fi connection, or it might just be that the backup client has to scan the entire machine before running. My battery and patience were running low, so I aborted the backup and tried a restore, instead. The main thing, in my mind, was to confirm that I could connect to the 3X from outside my network.

Clicking the “Restore” button gave me the option to restore one file or several. I then had the chance to browse to my chosen file and to select which backup I wanted to restore from. (I’d only made one, but had earlier opted to save 10 backups.) In order to be sure the restoration had worked, I restored it to a different directory.

And work it did. It took a little longer than I might have expected for a file of modest size, but I don’t think that was the fault of the 3X. That wi-fi connection was really slow. Not quite shades-of-dial-up slow, but I am reminded of the early days of the Web and the expression “Graybar land.”

So the verdict is: it works. You really can become your own online backup service provider. To make it work, of course, you need a place to set the 3X up. If you’re like me and work out of your home, you might need to make an arrangement with a colleague to each keep the other’s remote backup appliance. But the ideal customer is not the home office user, but the person who runs a small office with multiple computers—enough of them that paying for Mozy Pro for a year would more than cover the cost of buying one of these.

And now that that’s done, I can shut it off and hear myself think again.

PS In the week between the time I wrote this and the time I published it, 3X was named one of the 20 Coolest Cloud Storage Vendors by Computer Reseller News.

My mother has attracted quite a following on Picasa since acquiring her D90 in 2008. She takes pictures everywhere: the grocery store, the airport, the hospital, the back alleys, the freeways, the kitchen, the dog park… She’s also started to fill up the hard drive on her much-abused Sony Vaio laptop now that she shoots in RAW (which Nikon calls NEF) format.

Despite a growing facility with Adobe Photoshop Lightroom, my mother doesn’t really know that much about computers. But boy, can she create data. (And I taught her how to rip CDs when she was here over Christmas, so it’s only going to get worse.) That puts her into the same category as many of today’s digital camera enthusiasts, who are happily accumulating terabytes of photos and videos of their children and grandchildren but fall into the “I’m supposed to back up my computer?” category on my poll.

On top of that, Mom has two active kittens and a Border Collie. (Describing a Border Collie as “active” would be an understatement.) The cats are known to do things like jump into her lap just as she’s lifting the coffee cup over the keyboard, with predictable results. The dog slobbers on the screen, though I don’t think he’s actually tried to chew it. So not only is there a lot of data, but it’s constantly under threat.

In other words, this woman seriously needs a backup. Something comprehensive, but simple. Something that works automatically. And something big enough for all those raw image files.

So I wrote to Marilyn Kroner and said “My mom needs a Rebit.” (I last wrote about Rebit’s “ridiculously simple” backup devices in May 2009.) And, as luck would have it, Rebit was just about to introduce its new SaveMe drive.

Since Rebit already gave me one free device and this wasn’t even for me, I handed over my credit card info and bought one, but opted to check it out before sending it on to Mom, to see what’s changed since last May.

First, the name. I love it. Why didn’t someone think of it before? “Save me.” That’s exactly what you want your backups to do.

Second, the actual drive is a bit smaller and slimmer than the model I have, but just as heavy. It’s very solid metal. You shouldn’t drop it anyway, but be especially sure not to drop it on your foot.

The CD in the package is not for installation, but for rescue in case of complete system failure. All you need to install the drive is the fold-out booklet with the license key. Plug the drive into a wall outlet, connect it to a USB port, turn it on, and wait for Windows to ask you what to do next. (If for some reason you don’t get an AutoPlay prompt, find the Rebit drive in Windows Explorer and click on “Start.exe”.)

The first thing you’ll see is the license agreement. Once you get that out of the way, the next step is to enter your license key:

This takes you to the welcome screen.

Even as you’re reading that, the software on the drive takes over and starts backing you up. The first time takes a while. The larger your hard drive, the longer it will take. I had to tell it not to back up my second internal drive (right click on the little frog icon in the system tray and click “More” to find this option) in order to save time, since I’m only backing up my own machine for purposes of this review. If you have a large hard drive, you may need to let it run overnight.

You don’t have to tell SaveMe what to copy, because it copies everything.

If you hover your pointer over the frog icon, Rebit updates you on its progress. “Rebit SaveMe is copying data. Backing up drive C:\. 519 files remaining.” Clicking on the box brings up the Help file.

The backup and restore process work the same way as with earlier Rebit models: as long as the drive is connected, it will back up files whenever they’re changed. To restore individual files, just click the frog on your desktop, navigate to the file’s location, and drag it back to your computer. (You can also find the backed-up versions of a file that you didn’t delete by right-clicking on the file in Windows Explorer and selecting “Rebit SaveMe” from the list of options.)

Drive Recovery

As for full hard disk recovery (for which they’ve provided a recovery CD), the Help file warns:

Note: If your computer is rendered unusable through loss or damage, you may be able to recover to an identical replacement computer using the procedure below. The replacement computer must be identical to the original in every respect, except the main disk drive which must be of equal or greater capacity than the original disk drive. Any other differences can cause recovery to fail because of inconsistencies between the hardware and restored software. In addition, certain security features, such as fingerprint readers, may prevent successful recovery. If you cannot replace the old computer with an identical one, or if security features interfere with recovery, [Rebit] recommends that you instead restore only your data files to the new computer without attempting to recover the entire system.

This is not a Rebit issue, but a Windows issue, or rather a PC hardware issue: there are too many variants to be sure that everything will work if your hardware isn’t identical. Macs all have identical hardware, or very nearly, so they don’t have to worry about that. If your hard drive melts down or your operating system screws up, having a complete drive image including your software will save you a lot of time and trouble. But if you lose your two-year-old machine to a fire or flood and replace it with a new model, your chances of being able to restore the complete drive image aren’t good.

Extra Storage

Anyway, back to the SaveMe and what’s new with it. The difference between SaveMe and Rebit’s previous drive—at least, the one that made it seem appropriate for Mom’s photo storage needs—is that in addition to backing up the current contents of your drive (and saving copies of things you’ve deleted), SaveMe can act as a storage device, the way ordinary hard drives do.

To test this, I navigated to the Rebit in Windows Explorer (it’s Drive G just at the moment) and created a folder called “Media Storage.” Then I dragged a couple of test items over: a video, a photo. It was just like copying them onto any other disk, and I could play the video and audio files from the SaveMe drive.

Of course, as the help files warn you, the SaveMe software isn’t making backups of files you store in it’s “regular disk” area, only of the files that are on your hard drive. And as I’ve warned readers more than once, if you only have one copy, it’s not backed up, whether or not that copy is on your hard drive. So if you take advantage of the large capacity of the bigger SaveMe drives for storing photos or videos, remember to keep backups of them somewhere else, unless you really don’t care if you lose them.

And now it’s time to uninstall the SaveMe drive from my computer, remove all my data by resetting the drive (it prompts you to do this when you uninstall), repack it, and send it off to Mom.