Here is a true story from Wednesday, October 4, 2017. Graciously shared by Devin Gee, Head Golf Professional – The Professional Shop at Oakmont Country Club, Oakmont PA.
There is a slight twist to this story as it had nothing to do with Club Prophet Systems data. Like most small business operators, Devin and his staff use a variety of computer programs (outside of CPS) to handle daily tasks. Things like Microsoft Word, Excel, Publisher, etc. There are folders of photos, letters, invoices, and templates. Lists of members, guests, and VIP’s for different events. Basically, a wide variety of miscellaneous yet quite valuable “stuff”. So, on Wednesday evening, October 4, 2017 – while the CPS software and data were just fine, all of a sudden – all of that other “stuff” was simply gone.
October 4, 2017:
7:15pm: While trying to access a shared network folder, one of my assistant pro’s discovered all our company files and folders were missing!
7:36pm: I called PM Computing (PMC) – the company that backed up our Club Prophet point of sale system - support line and left a message asking for help.
8:05pm: I got a call back on my cell phone from the technician on duty at PMC. The technician discovered that the computer that held all the shared files and folders had NOT been assigned for backup with PMC. [editor’s note: PMC offers options to only back up CPS data or all of your files]. Nevertheless, the PMC tech offered to see if there was anything they could do.
8:47pm: A thorough scan of the system by the PMC tech found no evidence of being hacked or any sign of a virus. The next step was to attempt to restore the data from the physical drive.
8:58pm: The process of data recovery was started on our server by PMC.
October 5, 2017:
8:34am: Following a rather sleepless night, PMC contacted me to let me know that over 95% of the missing files and folders had been recovered, and requested that I review them. [editor’s note – this was a tedious process that kept PMC working all night to recover files that were deleted from the operating system but had not yet been over-written on the physical drive.]
8:54am: I was able to review and confirm that their restoration of the missing files and folders were spot on. We had over 95% of our lost and unprotected data back.
I spoke with Pravin, the owner of PMC, for a postmortem review of how we got in this situation and what he did to get us out of it knowing that the server files were not backed up. With some valuable lessons learned, I extend their data backup service to all our shop workstations. They also installed security and antivirus software on all of our computers.
That PM Computing was able to recover data from a system that was not even actively being backed up was fortunate. Until I experienced this, I was not aware of the risk. As they say, “You just don’t know what you don’t know…”. Had we not recovered all of those files, it would have been a nightmare! Now that we are backing up not only our CPS data, but all of our office files and ensuring we have current anti-virus protection in place, it is one less thing that can keep me awake at night.
I highly recommend PM Computing’s backup solution for your servers and workstations. It gives me peace of mind to know we are in good hands of some very smart technical folks with excellent service and response times!
Head Golf Professional
Oakmont Country Club
Every so often, CPS makes a concerted effort to ensure all of our clients have proper off-site backups of their data. While it doesn’t happen as often as in the past, we still get one or two customers per year that lose all or part of their data. It is devastating to say the least.
To be fair, many customers are covered by other means. For those using the Amazon cloud solution servers, your database is automatically backed up by Amazon. For those that have their own I.T. department and managed servers, those are also likely covered. But even in these instances, most do not backup files on the local drives. And for those that are not covered otherwise, well… Russian Roulette (pun intended – make sure you have some bitcoin).
If you don’t have a current backup and you lose your database or local files (disk drive crash, fire, flood, theft, accident, and most recently and popular – Russian hackers encrypting your drives for bitcoin ransom, etc.) we cannot help you! In fact, if you (or Devin in this case) have a data loss issue and call CPS for help, we would likely call Pravin for you.
I have updated a letter I wrote on this topic back in 2009 with yet another new story that happened at one of the top clubs in the world. Don’t let it happen to you! The $1/day you spend on offsite backup could prove to be the best investment you ever made if/when you need it.
Backups are insurance. You don’t need it until you need it. But if you don’t have it when you do need it, you’re likely too late, and at that point you would be willing to pay just about anything to have it. Back off one cup of coffee a day to make up the dollar a day I’m asking you to spend. You won’t need to stay up late worrying about your data anymore so you don’t need the caffeine anyhow!
Contact us Today and we will put you in touch with PMC to ensure your CPS Data and office files are protected.
Need anything? Send us an email (firstname.lastname@example.org) or call our sales office (800-793-1872).