Chapter 12
Educating Users about Backing Up Data
In This Chapter
Backing up data from a mobile device
Restoring data from a mobile device backup
Transferring data from one mobile device to another
Just as we detail in Chapter 11, there are practical things you must tell your employees about mobile device security. In this chapter, we give you information that you can readily pass along to users, written at their level. Check the facts because some of the procedures may have changed since the writing of this book, but use the material in this chapter to show users what to do to back up, restore, and transfer data.
Smartphones, tablets, iPads, and other portable devices that work along similar lines are increasingly vital to our daily lives. On these devices reside plenty of vital personal and corporate data, including e-mails, SMS messages, contacts, call logs, photos, and videos. Anyone who has lost or misplaced a smartphone can vouch for the fact that losing such a device causes a lot of angst, especially if the device’s contents aren’t backed up to a computer or other storage device.
This chapter looks at the types of data that users need to back up from their mobile devices and smartphones. We also look at the tools available to back up and restore data for different types of mobile devices.
Backing Up Data from Smartphones
As smartphones and tablets steadily gain adoption, the amount of valuable data on them is also growing. Employees bring many of these devices into the corporate workplace and use them to access e-mail and other applications. As an administrator managing mobility policies for your corporate users, you may need to take actions such as remotely locking or wiping a device when it’s lost. In such circumstances, when the user gets a new device, it becomes a simple matter of restoring the previously backed up configuration to the new device. Having backups not only benefits the users who can get their data onto their new devices easily but also enables you to take actions such as wiping the device, knowing that the contents are securely backed up.
It’s critical for device owners to back up their devices periodically to avoid losing data accidentally. As an administrator, you must encourage users to back up their devices often and explain how to do it. This chapter describes in detail the steps that device owners can follow to regularly back up all the contents or specific contents of their devices.
Mobile devices such as smartphones and tablets have the following types of data that need to be backed up:
Personal files, including videos and photos
Call log and contact information
Apps and app settings
SMS messages
E-mail and calendar information
Phone settings (backgrounds and other customized configurations)
Though almost every smartphone has the ability to store the preceding types of data, the mechanisms to back up or restore data differ drastically from one device type to another.
Most smartphones rely on the technique of backing up data when the device is physically connected to a computer. Desktop applications such as BlackBerry Desktop Manager, Apple iTunes, and Nokia PC Suite can be installed on the user’s computer. These applications can back up some or all of the preceding types of data from the device to the computer. They can also restore data from the computer back to the device. Encourage users to back up their smartphones or mobile devices often by connecting those devices to their computers.
Some commercial software applications can back up the smartphone’s contents periodically without requiring that the device be connected to a computer. These applications are especially useful if you want to deploy a corporate-wide solution for all your company users. We look at such applications in Chapter 15 as well as in the section “Exploring Corporate Solutions for Backup and Restore,” later in this chapter.
Instructing Users on Backing Up Their Devices
In the following sections, we give you examples of the type of hands-on instructions that you’ll want to pass along to your users for backing up their devices.
Backing up iPhones and iPads
Apple provides the iTunes software application that can be installed on Windows PCs and Mac computers. The iTunes application (www.apple.com/itunes) provides a simple user interface to control backups as well as to restore data from the computer back to your device, if needed.
To back up an iPhone and iPad to your computer, connect your device to your computer and sync it with iTunes. iTunes makes a backup each time you sync the device to your computer.
Only one copy of the backup is maintained, so even if you back up more than once, only the most recent copy is maintained on the computer.
iTunes backs up most device settings, including call history, apps, contacts, e-mail, Wi-Fi, and VPN settings, and several other pieces of information. You can customize the actual data that’s backed up by selecting the appropriate options on the iTunes application. This is useful if you want to back up specific data, instead of backing up all the contents on the device. To customize the data being synced between your iPhone or iPad and your computer, follow these steps:
1. Connect the iPhone or iPad to the computer that has iTunes installed.
iTunes should start up automatically when it detects the iPhone or iPad connected to the computer.
2. In iTunes, under Devices, select the device being synced.
3. In the right-hand pane, select the application type whose settings you want to customize.
The following application types should be visible:
• Info
• Apps
• Music
• Movies
• TV Shows
• Podcasts
• Books
• Photos
4. Make changes to the application type as needed and then click Apply (at the bottom-right) to confirm your changes. (Otherwise, the changes won’t take effect.)
5. Repeat Steps 3 and 4 as desired.
You can configure your backed-up data to be encrypted on your computer, which prevents the files from being opened and read by making them unreadable without the passcode. On the Summary tab, select the Encrypt iPhone Backup check box and enter a password. Be sure to remember the passcode, though, or you won’t be able to restore to the device.
Backing up Android devices
Google uses its secure servers on the Internet to store your device’s configuration.
Each Google Android phone uses the Google account associated with the device to sync the phone’s contacts, apps, and settings. If you have a Gmail account registered on the device, the contacts, settings, and apps stored on the device are synced automatically with that Google account. For example, as soon as you add a contact in your phone, the information is automatically synced to Google servers. The information you sync to the Google servers (said to be in the cloud) is always available to sync with any Android device you choose.
Backing up BlackBerry devices
You can back up your BlackBerry device by using the BlackBerry Desktop Manager, which is available as a free download from the BlackBerry website (http://us.blackberry.com/apps-software/desktop). With the BlackBerry Desktop Manager, you can back up all your key information, including personal files, call logs, contacts, apps, SMS messages, e-mail and phone settings, and calendar information.
To back up data or apps from your BlackBerry to your computer, follow these steps:
1. Connect the BlackBerry to your computer.
2. Start the BlackBerry Desktop Manager application. Wait for it to detect your connected BlackBerry.
3. Select Backup and Restore on the Main Menu.
4. Select Backup and enter a filename to indicate where to save the backed-up contents.
A progress bar appears, indicating the status of the ongoing backup.
You can configure the BlackBerry Desktop Manager to back up all contents of the BlackBerry smartphone or only the contents you configure. To select what types of data you want to back up to your computer, follow these instructions:
1. When the BlackBerry Desktop Manager has detected the BlackBerry, select Backup and Restore on the Main Menu.
2. Select Advanced on the next screen.
A number of device databases are listed. Each refers to a category of data that can be backed up. These include the Address book, E-mail Settings, Application Data, and Call Log information.
3. Select the appropriate data to be backed up.
4. Enter a filename to indicate where to save the backed-up file and then select Save.
The backup process begins.
This is a great option if all you need to do is back up a specific type of data. For example, if you lose your e-mail settings or maybe a few contacts in your address book, you can simply update those items without affecting the rest of your phone.
With the BlackBerry Desktop Manager, you can configure backups to occur periodically or manually. If you configure periodic backups, you must connect your BlackBerry device regularly to your computer so the backup can be completed. The device must be connected to your computer to be backed up successfully.
Backing up Nokia devices
For Nokia devices such as the E-series or N-series phones, you can use the Nokia PC Suite to back up the following types of data from your phone to a computer:
User files from the phone (includes videos, music, and other user documents)
Contacts and Calendar
Notes and Messages
Settings
Bookmarks
The Nokia PC Suite is currently available only for Windows PCs. It’s available for download at
http://europe.nokia.com/support/download-software/pc-suites
Not all Nokia devices are supported by the Nokia PC Suite. Be sure to use the PC Suite application to check the compatibility of your specific Nokia device. You can do so at the following location:
http://europe.nokia.com/support/download-software/pc-suites/compatibility-and-download
To back up data or apps from a Nokia device to a computer, simply follow these instructions:
1. Connect the device to the computer.
2. Start the Nokia PC Suite application and select Backup.
3. In the next window, select Backup to back up the device.
A Restore option is also available to restore contents to your device.
4. Select a suitable location to which to save the backed-up file.
5. Select Next to start the backup.
If you want to back up specific types of data, such as only your photos or videos, you can customize the PC Suite to do so. When the PC Suite starts up on your Windows PC and prompts you for backup options, select the required content types to back up. You can select any or all of the supported content types, such as user files, contacts, calendar, and phone settings.
Backing up Windows Phone 7 devices
For Windows Phone 7 smartphones, you can use the Zune software from Microsoft to sync files and data between those devices and your computer. Zune enables the transfer of files such as videos, music, and pictures, as well as call logs and phone settings from a smartphone to a computer. Zune is also required to update a Windows Phone to the latest software versions released by Microsoft.
The Zune software is available as a free download from
www.microsoft.com/windowsphone/en-us/apps/zune-software.aspx
The Zune software is available only for Windows PCs at the time of writing. There is, however, a Windows Phone 7 Connector application available for Mac computers. You can download it from the Microsoft Download Center (www.microsoft.com/downloads).
The Zune software allows you to back up specific files or data selectively, such as particular videos of corporate training programs or maybe pictures of a product launch or marketing event. There’s no need to sync the entire device with the computer every time.
Zune can also be configured to sync a phone and computer automatically whenever they’re both connected to the same wireless network — as when, for example, your phone and PC are both connected to a company wireless network.
Automatic backups using Zune kick in only when the phone isn’t in active use. For example, your phone has to be sitting idle for the automatic backup to start with the computer. If it’s active — say, you’re having a phone conversation or browsing the web — the backup won’t run.
Zune does not back up any apps installed on a Windows 7 phone. For example, if you purchased an app from the Windows marketplace and customized it with your own configuration and data, it won’t be backed up anywhere.
Instructing Users on Restoring Data to Their Devices
Devices typically need to be restored, or returned to a previous backup configuration, when they lose existing data or configuration for any reason or when they are wiped of all contents intentionally. For example, if a device OS upgrade fails, a restore can get the device back to its previously working configuration. Similarly, if a device is assumed to be lost or stolen, you can intentionally issue a remote lock or wipe command, thereby wiping the device clean of all data. Then if the device is retrieved, it needs to be restored to a previously backed up configuration.
You can restore a phone in two ways:
Restore specific files or settings to an earlier state.
Restore the phone to factory settings.
Hopefully, users won’t frequently lose their phones or have to restore their devices to old configurations. But if they do, in most cases users can restore their devices themselves from the backed up configurations on their computers or in the cloud. So as an enterprise administrator, the steps in this section are what you would recommend to your corporate users to follow to restore data to their devices.
If you need to transfer backed-up data to a new device, see the upcoming “Instructing Users on Transferring Data to New Devices” section.
Restoring data from iPhones and iPads
You can use the iTunes software to restore data on an iPhone or iPad. The first step is to restore the device to its factory-default settings. Doing so deletes all data from the device, including contacts, videos, photos, and other user information. When the device is back to its factory-default configuration, you can restore a previously backed-up configuration to the device, thereby restoring your old data.
To restore data on Apple iPhones or iPads using a previous backup, take the following steps:
1. Connect the device to your computer.
2. Select the device from the Devices option in iTunes.
3. Select Summary, and click Restore.
4. When iTunes prompts you to back up the device prior to restoring it, click Don’t Back Up.
The device is restored to factory configuration.
5. When the device starts up again, select a previously backed-up configuration to restore to the device.
Doing so will copy the old configuration to your device.
Restoring data from Android devices
For Android devices, backed-up data from your device is stored on Google’s servers and associated with your Google account. When you log in using a different Android device, or restore a device to the factory-default configuration, the backed-up configuration is restored seamlessly to the device.
The procedure for resetting an Android device to factory configuration can vary from device to device. Be sure to look up the procedure in your device manual before you reset the device to the factory-default configuration.
When you use a different Android device or log in from a device that has been reset to factory-default configuration, Google restores the contacts, phone settings, and apps associated with your account. All those settings are restored automatically as soon as you log in to your main Google account.
Call logs and SMS messages are not backed up from Android devices. So if you restore a device to factory-default configuration or buy a new Android device, these configurations cannot be easily restored.
Restoring data from BlackBerry devices
Restoring data to your BlackBerry device is nearly a mirror image of the process used to back up data: it’s easy, efficient, and intuitive.
To restore data to your BlackBerry, take the following steps:
1. Connect the device to a computer.
2. Start the BlackBerry Desktop Manager application. Wait for it to detect the connected BlackBerry.
3. Select Backup and Restore on the Main Menu.
4. Select Restore to start the restoration.
At this stage, you should remember where you stored the backed-up file. If you have more than one backed-up file, decide which configuration to back up to.
A progress bar indicates the status of the ongoing restoration.
Restoring a device typically takes much longer than backing up a device.
Restoring data from Nokia devices
The procedure for restoring data to Nokia devices is nearly identical to the procedure for backing up data. To restore data to your Nokia devices, such as the E-series or N-series phones, follow these steps:
1. Connect the device to your computer.
2. Start the Nokia PC Suite application and select Restore.
3. Browse to the backed-up file whose contents you want to restore.
4. Select Next to start the restoration.
Restoring data from Windows Phone 7 devices
The Zune software application for Windows PCs can restore data (including photos, videos, music, and other user files) from your computer to Windows Phone 7 devices.
Such restoration doesn’t, however, include apps installed on your phone. If you had customized apps downloaded from the Windows marketplace, those customizations won’t be available anywhere to be restored to the phone.
Instructing Users on Transferring Data to New Devices
If a device is lost or stolen, ideally either you or the user would remotely wipe it, thereby preventing its data from falling into the hands of a thief. Then when the user has a replacement device in hand, the previously backed up contents from the earlier device can be restored to the new device.
The following sections detail the processes that your users can follow to restore contents of one device to another device running the same platform.
Transferring data between iPhones and iPads
It’s easy to transfer data from an old iPhone or iPad to a new one. To transfer data from one device to another, follow these steps:
1. Back up the old iPhone or iPad with iTunes using the instructions described in the earlier section on backups.
2. Connect the new iPhone or iPad to the computer.
iTunes prompts you, asking whether you want to restore from an old device or set up the device you’re restoring as a new one.
3. At the prompt, select the option that backs up from the old device to the new one.
iTunes restores contents from your old device to the newly connected device. The new iPhone or iPad restarts when data restoration is complete.
4. You can choose to sync information selectively to the new device. Select the desired options (such as Music, Photos, or Videos), and then click Apply to continue.
Your selected data is transferred to your new iPad or iPhone.
Transferring data between Android devices
Google Android syncs the device by using the Google online account registered on the device. The process is similar to backing up contacts, phone settings, and apps to Google’s cloud automatically.
All you need do to set up a new Android device to receive these contents from an old Android device is to log in to the same Google account using the new device. When you do so, Google begins transferring your contacts, phone settings, and apps to your new device.
Other data (such as music, photos, and videos) won’t be transferred in this manner from the old Android device to the new one. You need one of many paid apps from the Android Market to achieve this.
Transferring data between BlackBerry devices
The BlackBerry Desktop Manager enables easy transfer of data from an old BlackBerry to a new BlackBerry. Follow these steps:
1. Connect the old BlackBerry device to the computer.
2. Start the BlackBerry Desktop Manager. On the application, select the Device Switch option.
3. Select the option to Switch BlackBerry devices.
The following screen should show three columns — one for the old device, the next for the new device, and the third for options to sync between the two devices.
4. In the Options column, select the appropriate data to transfer between the two devices.
You can choose to transfer all data or specify the data that you want synced between the two devices.
5. Select Next to proceed.
When the data from the source device is backed up, the application prompts you to connect the BlackBerry device to which you want to transfer the contents.
6. Connect the new BlackBerry device to proceed.
This procedure enables you to transfer not only data such as SMS messages, contacts, and call logs, but also apps from one BlackBerry to another.
Transferring data between Nokia Symbian devices
Nokia Symbian devices have a program called Switch that enables you to transfer data and apps from one device to another, or keep two Symbian devices in sync.
Follow these steps to transfer data from an old Symbian device to a new one:
1. Start the Switch option by choosing Menu⇒Settings⇒Connectivity⇒Data Transfer⇒Switch.
2. Set a connection type to the appropriate method.
For example, if both devices support Bluetooth, select it as the method to connect them.
3. Connect the two devices by entering a code on both devices.
Entering the same code on both devices allows them to be paired.
4. On the new Symbian device, select the content to be transferred from the other device.
The transfer of data proceeds, transferring the information you selected from the old device to the new one.
Exploring Corporate Solutions for Backup and Restore
The options for backing up and restoring data vary from one device to another. Most OS and device vendors offer software applications to facilitate the backup and restore features on their own devices. For example, the iTunes software facilitates backup and restore only for iPhones and iPads. Likewise, the Nokia PC Suite can back up and restore data only for Nokia Symbian smartphones. It’s the same story with the BlackBerry Desktop Manager, which works only for BlackBerry devices.
If you’re looking to deploy backup and restore for your employees, you’re probably alarmed at the prospect of managing so many different applications. Gone are the days when everyone had a BlackBerry smartphone and all you needed to do was install and maintain the BlackBerry Enterprise Server. Now, people use a wide variety of devices, including the popular iPhones and iPads and the increasingly popular Android devices.
It’s clearly an administrative nightmare to handle each device with its own unique software application. What you need is an application that can back up data from different types of devices and restore to devices of all those types as well.
There are solutions available from vendors to manage mobile device policies, including backup and restore for all leading smartphone types. They’re generally called mobile device management (MDM) solutions. Chapter 15 offers a detailed discussion of solutions for mobile security and device management.
Table 12-1 provides a checklist of things to look for when you’re short-listing MDM solutions for deploying backup and restore to your company users.
Case Study: AcmeGizmo Backup and Restore Use Cases
Over time, Ivan, the administrator, had become quite comfortable with the mobile device security solutions that he was responsible for rolling out across AcmeGizmo. One afternoon, the deployment was really put to the test. Pete, the President and CEO of AcmeGizmo, had apparently lost his Windows Mobile smartphone somewhere between his home and the airport.
Prior to the deployment of the current security and device-management products, Pete might have risked losing all his data when he misplaced his smartphone. As an end user, his primary option for backing up data from the device would have been to synchronize the device to his PC using the Microsoft Zune desktop software. Unfortunately, it had been over a month since Pete had done so — busy executives often don’t consider smartphone backup a day-by-day top priority. Ivan would later inform Pete that he could set his Zune device to back up to his PC automatically, but Pete hadn’t done that prior to this loss. The damage was done.
Luckily, Ivan had implemented backup and restore functionality for AcmeGizmo, and Pete’s phone was covered. Although this software didn’t back up Pete’s applications, the core of the most important data on the device had been backed up.
The first thing Ivan did was to remotely wipe the lost device, ensuring that the sensitive corporate data on the device wouldn’t end up in the wrong hands. Having settled that issue, Ivan remembered that he had a new Android smartphone that he had been using for internal testing back in his office. Knowing that it was critical for Pete to get up and running quickly, he offered Pete the Android device.
Because the backup and restore solution that Ivan had chosen for AcmeGizmo was able to store device settings in a device-independent fashion, Ivan could take some of the backed-up files from Pete’s Windows device and restore them directly to the Android device. Eventually, Pete ordered a new Windows device and could restore everything — with the exception of applications, which Windows doesn’t back up.
It could have been so much worse.