{"id":93572,"date":"2019-11-19T07:00:58","date_gmt":"2019-11-19T15:00:58","guid":{"rendered":"https:\/\/www.backblaze.com\/blog\/?p=93572"},"modified":"2022-04-04T11:49:42","modified_gmt":"2022-04-04T18:49:42","slug":"top-5-not-so-obvious-backup-archive-tips-for-creative-agencies","status":"publish","type":"post","link":"https:\/\/www.backblaze.com\/blog\/top-5-not-so-obvious-backup-archive-tips-for-creative-agencies\/","title":{"rendered":"Top 5 Not-So-Obvious Backup &#038; Archive Tips for Creative Agencies"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-93578 size-full\" src=\"https:\/\/www.backblaze.com\/blog\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2.jpg\" alt=\"Not so obvious Tips\" width=\"1458\" height=\"820\" srcset=\"https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2.jpg 1458w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2-300x169.jpg 300w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2-1024x576.jpg 1024w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2-768x432.jpg 768w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2-730x411.jpg 730w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/header-not-so-obvious-tips-2-560x315.jpg 560w\" sizes=\"auto, (max-width: 1458px) 100vw, 1458px\" \/><\/p>\n<p id=\"bzdropcap\">Everything that makes working at a creative agency exciting also makes it challenging. With each new client, creative teams are working on something different. One day they\u2019re on site, shooting a video for a local business, the next they\u2019re sifting through last year\u2019s concert footage for highlights to promote this year\u2019s event. When their juices are flowing, it\u2019s as easy for them to lose track of the files they need as it is for them to lose track of time.<\/p>\n<p>If you\u2019re tasked with making sure a team\u2019s content is protected every day, as well as ensuring that it&#8217;s organized and saved for the future, we have some tips to make your job easier. Because we know you\u2019d rather be working on your own projects, not babysitting backups or fetching years-old content from a dusty archive closet.<\/p>\n<p>Since we\u2019re sure you\u2019re not making obvious mistakes\u2014like expecting creatives to manually archive their own content, or not having a <a href=\"\/blog\/the-3-2-1-backup-strategy\/\" target=\"_blank\" rel=\"noopener noreferrer\">3-2-1 backup strategy<\/a>\u2014we\u2019ll focus on the not-so-obvious tips. Many of these come straight from our own creative agency customers who learned the hard way, before they rolled out a cloud-based backup and archive solution.<br \/>\n<!--HubSpot Call-to-Action Code --><span class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-4fdbba66-22c2-4db3-92f4-3733651371f5\"><span class=\"hs-cta-node hs-cta-4fdbba66-22c2-4db3-92f4-3733651371f5\" id=\"hs-cta-4fdbba66-22c2-4db3-92f4-3733651371f5\"><!--[if lte IE 8]>\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/2832298\/4fdbba66-22c2-4db3-92f4-3733651371f5\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"hs-cta-img\" id=\"hs-cta-img-4fdbba66-22c2-4db3-92f4-3733651371f5\" style=\"border-width:0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/2832298\/4fdbba66-22c2-4db3-92f4-3733651371f5.png\"  alt=\"\u2794 Download Our Media Workflows E-book\"\/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(2832298, '4fdbba66-22c2-4db3-92f4-3733651371f5', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n<h2>5 Tips for Creative Agencies to Manage Their Backups and Archives<\/h2>\n<h3>Tip #1\u2014Save <i>everything<\/i> when a client\u2019s project is completed<\/h3>\n<p>For successful creative agencies, there&#8217;s no such thing as &#8220;former&#8221; clients, only clients that you haven\u2019t worked with lately. That means your job managing client data isn\u2019t over when the project is delivered. You need to properly archive everything: not just the finished videos, images or layouts, but all the individual assets created for the project and <i>all<\/i> the raw footage.<\/p>\n<p>It\u2019s not unusual for <a href=\"https:\/\/www.backblaze.com\/case-studiescrisp-video.html\" target=\"_blank\" rel=\"noopener noreferrer\">clients to request raw footage<\/a>, even years after the project is complete. If you only saved master copies and can\u2019t send them all of their source footage, your client may question how you manage their content, which could impact their trust in you for future projects.<\/p>\n<p>The good news is that if you have an organized, accessible content archive, it\u2019s easy to send a drive or even a download link to a client. It may even be possible for you to charge clients to retrieve and deliver their content to them.<\/p>\n<p><i>Update per comment from ScarfMonster: Keep in mind that some clients may limit how long you can retain their content on your storage. Since different clients have different requirements, you&#8217;ll need to put processes in place to retain or delete content per specific client agreements.<\/i><\/p>\n<h3>Tip #2\u2014Stop using external drives for backup or archive<\/h3>\n<p>If your agency uses external disk drives to back up or archive your projects, you\u2019re not alone. Creative teams do it because it\u2019s dead simple: you plug the drive in, copy project files to it, unplug the drive, and put it on a shelf or in a drawer. But there are some big problems with this.<\/p>\n<p>First, since external drives are removable, they\u2019re easily misplaced. It\u2019s not unusual for someone to take a drive offsite to work on a project and forget to return it. Second, removable drives can <a href=\"\/blog\/managing-for-hard-drive-failures-data-corruption\/\" target=\"_blank\" rel=\"noopener noreferrer\">fail over time<\/a> after being damaged by physical impacts, water, magnetic fields, or even \u201cbit rot\u201d from just sitting on a shelf. Finally, locating client files in a stack of drives can be like finding a needle in a haystack, especially if the editor who worked on the project has left the agency.<\/p>\n<h3>Tip #3\u2014Organize your archive for self-service access<\/h3>\n<p>Oh, the frustration of knowing you already have a clip that would be perfect for a new project, but&#8230; who knows where it is? With the right tools in place, a producer\u2019s frustration doesn\u2019t mean you\u2019ll have to drop everything and join their search party. Even if you\u2019re not sure you need a <a href=\"\/blog\/whats-the-diff-dam-vs-mam\/\" target=\"_blank\" rel=\"noopener noreferrer\">full-featured MAM<\/a>, your time would be well-spent to find a solution that allows creatives to search and retrieve files from the archive on their own.<\/p>\n<p>Look for software that lets them browse through thumbnails and proxies instead of file names, and allows them to search based on metadata. Your archive storage shouldn\u2019t force you to be on site and instantly available to load <a href=\"https:\/\/www.backblaze.com\/cloud-storage\/solutions\/lto-replacement\">LTO<\/a> tapes and retrieve those clips the editor absolutely and positively has to have today.<\/p>\n<h3>Tip #4\u2014Schedule regular tests for backup restores and archive retrievals<\/h3>\n<p>When you first set up your backup system, I\u2019m sure you checked that the backups were firing off on schedule, and tested restoring files and folders. But have you done it lately? Since the last time you checked, any number of things could have changed that would break your backups.<\/p>\n<p>Maybe you added another file share that wasn\u2019t included in the initial set up. Perhaps your <a href=\"https:\/\/www.backblaze.com\/cloud-storage\/solutions\/backup-and-archive\">backup storage<\/a> has reached capacity. Maybe an operating system upgrade on a workstation is incompatible with your<a href=\"https:\/\/www.backblaze.com\/cloud-backup\/personal\/windows-online-backup\"> backup software<\/a>. Perhaps the automated bill payment for a backup vendor failed. Bad things can happen when you\u2019re not looking, so it\u2019s smart to schedule time at least once a month to <a href=\"\/blog\/have-you-tested-your-backup-lately\/\" target=\"_blank\" rel=\"noopener noreferrer\">test your backups and restores<\/a>. Ditto for testing your archives.<\/p>\n<h3>Tip #5 &#8211; Plan for long-term <a href=\"\/blog\/backup-vs-archive-professional-media-production\/\">archive media<\/a> refresh<\/h3>\n<p>If your agency has been in business more than a handful of years, you probably have content stored on media that\u2019s past its expiration date. (Raise your hand if you still have client content stored on Betacam.) Drive failures increase significantly after 4 years (see our data center\u2019s latest <a href=\"\/blog\/category\/cloud-storage\/hard-drive-stats\/\">hard drive stats<\/a>), and tape starts to degrade around 15 years. Even if the media is intact, file formats and other technologies can become obsolete quicker than you can say <a href=\"\/blog\/how-to-survive-the-lto-8-tape-shortage\/\">LTO-8<\/a>. The only way to ensure access to archived content is to migrate it to newer media and\/or technologies. This unglamorous task sounds simple\u2014reading the data off the old media and copying it to new media\u2014but the <a href=\"\/blog\/cloud-data-archiving\/\" target=\"_blank\" rel=\"noopener noreferrer\">devil is in the details<\/a>.<\/p>\n<p>Of course, if you backup or archive to Backblaze <a href=\"https:\/\/www.backblaze.com\/cloud-storage\/solutions\/media-workflow\">B2 cloud storage<\/a>, we\u2019ll migrate your data to newer disk drives for you as needed over time. It all happens behind the scenes so you don\u2019t ever need to think about it. And it\u2019s included free with our service.<\/p>\n<hr style=\"border: 0; height: 2px; background-image: linear-gradient(to right, rgba(0, 0, 0, 0), rgba(0, 0, 0, 0.75), rgba(0, 0, 0, 0)); max-width: 95%; margin: 36px auto;\" \/>\n<p>Want to see how all these tips works together? Join our <a href=\"https:\/\/www.brighttalk.com\/webcast\/14807\/381563\" target=\"_blank\" rel=\"noopener noreferrer\">live webinar<\/a> co-hosted with <a href=\"\/blog\/creating-a-media-archive-solution\/\">Archiware<\/a> on Tuesday, December 10, and we\u2019ll show you how Baron &amp; Baron, the agency behind the world\u2019s top luxury brands from Armani to Zara, solved their backup and archive challenges.<\/p>\n<p><a href=\"https:\/\/www.brighttalk.com\/webcast\/14807\/381563\" target=\"_blank\" rel=\"noopener noreferrer\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-93582 size-full\" src=\"https:\/\/www.backblaze.com\/blog\/wp-content\/uploads\/2019\/11\/footer-not-so-obvious-tips-2.jpg\" alt=\"Best Practices in Backup and Archive from Baron &amp; Baron creative agency\" width=\"1440\" height=\"820\" srcset=\"https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/footer-not-so-obvious-tips-2.jpg 1440w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/footer-not-so-obvious-tips-2-300x171.jpg 300w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/footer-not-so-obvious-tips-2-1024x583.jpg 1024w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/footer-not-so-obvious-tips-2-768x437.jpg 768w, https:\/\/backblazeprod.wpenginepowered.com\/wp-content\/uploads\/2019\/11\/footer-not-so-obvious-tips-2-560x319.jpg 560w\" sizes=\"auto, (max-width: 1440px) 100vw, 1440px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you\u2019re tasked with making sure a team\u2019s content is protected every day, as well as guaranteeing that it&#8217;s organized and saved for the future, we have some tips to make your job easier.<\/p>\n","protected":false},"author":137,"featured_media":93578,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[121,7,476],"tags":[468],"class_list":["post-93572","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backing-up","category-cloud-storage","category-media-workflow","tag-b2cloud","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>5 Tips for Creative Agencies to Manage Backups and Archives<\/title>\n<meta name=\"description\" content=\"If you\u2019re tasked with making sure a team\u2019s content is protected every day we have some tips to make your job easier.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.backblaze.com\/blog\/top-5-not-so-obvious-backup-archive-tips-for-creative-agencies\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"5 Tips for Creative Agencies to Manage Backups and Archives\" \/>\n<meta property=\"og:description\" content=\"If you\u2019re tasked with making sure a team\u2019s content is protected every day we have some tips to make your job easier.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/backblazeprod.wpenginepowered.com\/blog\/top-5-not-so-obvious-backup-archive-tips-for-creative-agencies\/\" \/>\n<meta property=\"og:site_name\" content=\"Backblaze Blog | Cloud Storage &amp; 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