[BCMA] Backup storage and security

Mon Dec 13 11:22:33 PST 2010

Thanks to you all for your wise advice!

Kimiko Hawkes
Manager/Curator
Sunshine Coast Museum & Archives
716 Winn Road, Box 766
Gibsons, BC V0N 1V0
P/F 604.886.8232
www.sunshinecoastmuseum.ca

From: Moderated BCMA subscriber listserv. 
Sent: Thursday, December 09, 2010 2:30 PM
To: bcma at lists.vvv.com 
Subject: Re: [BCMA] Backup storage and security

I agree with Dan and Colin...   Having been with a facility that suffered an almost complete loss in a devastating fire in the 1970's, I can corroborate Colin's "antique store" warning.  

Interestingly, our Auditor raised this as a management issue last year; requesting that we develop a Board IT Policy.  We have had our collections databases housed offsite for many years.  This organization does daily backups as well as troubleshoots and does updates.  There is a fee for this service annually but in my view it's well worth the price.

Tracy Calogheros

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From: bcma-bounces at lists.vvv.com [mailto:bcma-bounces at lists.vvv.com] On Behalf Of Moderated BCMA subscriber listserv.
Sent: Thursday, December 09, 2010 10:45 AM
To: bcma at lists.vvv.com
Cc: Dan Gallacher
Subject: Re: [BCMA] Backup storage and security

Excellent collections management advice from Colin Stevens - clear, correct, and concise!

Dan Gallacher
  ----- Original Message ----- 
  From: Moderated BCMA subscriber listserv. 
  To: bcma at lists.vvv.com 
  Sent: Tuesday, December 07, 2010 10:49 AM
  Subject: Re: [BCMA] Backup storage and security

  A commonly recommended practice is to have three sets of back-ups.  A, B & C. Keep one off-site. Rotate so that the off-site version is not too out of date. 

  I have had two computer crashes in museums where I was Curator with loss of all data and the use of back-ups was a life-saver. We lost two weeks’ worth of recent entries because the failure was gradual and corrupted entries, so we used an earlier saved version for recreating the database and the labour required to re-enter the last two weeks of data. 

  If the database is text only, then memory sticks can suffice. That is what I use for the Seaforth Highlanders of Canada Museum and Archives database. 

  For lots of photos etc. then you probably need a larger capacity portable hard drive. Thankfully the price is very reasonable now. 

  The New Westminster Museum and Archives is a city facility and our back-ups are done by the City. Having said that, if you have such a system, VERIFY that they are backing uop your data! At one city museum where we supposedly had this arrangement, I found they did not back up our database as it was in an odd file location! 

  Be aware that portable hard drives can also fail, so one is not enough. 

  This is one kind of insurance that is ESSENTIAL for a museum and archives and is not a luxury. Don’t skip this because you can’t afford it. You can’t afford not to! 

  Imagine if you had a fire in your museum (yes it happens) and some of the collection survived but all of the records were destroyed.  Without the provenance, you would be no better off than an antique store. 

  Colin MacGregor Stevens,

  Manager,

  New Westminster Museum and Archives,

  302 Royal Avenue,

  New Westminster, BC,

  V3L 1H7, Canada

  Phone Office:    604-527-4639

  Work Cellular :  604-830-6965

  Fax:                    604-527-4641

  E-mail: cstevens at newwestcity.ca 

  Web Site: www.newwestminster.ca 

  Normal work week: Sun-Thurs 9-5, OFF Fri-Sat.

  The New Westminster Museum and Archives (NWMA) consists of:

     * City's Museum (est. 1950)

     * City's Archives

     * Irving House (built 1865)

     * Maintenance of the Samson V Maritime Museum (paddlewheel ship built 1937; museum since 1984) 

  From: Moderated BCMA subscriber listserv. [mailto:bcma at lists.vvv.com] 
  Sent: Monday, December 06, 2010 11:46 AM
  To: bcma at lists.vvv.com
  Subject: [BCMA] backup storage and security

  I’m looking for advice on the best way to deal with backup storage and security. We are using external hard drives to do daily backups. One perspective is to then store this hard drive in a fire-proof safe on-site. Another perspective is to switch this hard drive out weekly and store off-site. What are others doing? Any advice?

  Kimiko Hawkes
  Manager/Curator
  Sunshine Coast Museum & Archives
  716 Winn Road, Box 766
  Gibsons, BC V0N 1V0
  P/F 604.886.8232
  www.sunshinecoastmuseum.ca

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