STAR (Standards For Technology in Automotive Retail) (updated July 21, 2009)
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Backing Up Dealership Information:
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Backing up dealership information is more important than ever. A dealer has always had to maintain a certain amount of data for day to day business operations. Much of this data is stored on a backup system and only used in the event of an audit or emergency.
However, today with the increase in technology updates, multiple users and threats of hacking from outside sources a dealer has more responsibility and need for this data.
There are several different types of backup as well as the media used to store the data on. Below is an outline of the difference between these options which will help a dealer determine the best fit for the needs of the dealership.
Types of Backup
There are four main types of backup, differential, incremental, full and mirror. Each type addresses a specific need for data backup. To get more information about each of these visit the Dealership Infrastructure Guidelines (DIG) document.
Backup Media
For the media used to back up the data several options are available. There are the technologies that have been around for decades to the technologies that are just be introduced into the market. First let’s begin by defining each of the technologies:
- Magnetic tape- is a medium for magnetic recording generally consisting of a thin magnetic material on a long and narrow strip of plastic. Nearly all recording tape is of this type, whether used for recording audio or video or for computer data storage. It was originally developed in Germany, based on the concept of magnetic wire recording. Devices that record and playback audio and video using magnetic tape are generally called tape recorders and video tape recorders respectively. A device that stores computer data on magnetic tape can be called a tape drive, a tape unit, or a streamer. (Wikipedia)
- On-site hard drive or server – A server that exists on the premises of the dealership backing up the data. This system is used primarily for storage only.
- DVD – A DVD disc that is used onsite, similar to a tape drive. The information is written to the DVD and then stored either on-site or off.
- Off-site server – Similar to the on-site server, this system is used primarily for backing up data. However, this system or systems is housed at a separate location from the source data. This system is usually tied into the dealer’s network.
- USB Drive – A newer technology for backing up information the USB or Flash drive is used in place of a tape or DVD. These drives are now becoming more popular with the storage capacity increases in recent years.
- Cloud – Internet based backup. The information is sent through the dealer’s internet connection to a set of servers maintained by an outside provider who specializes in data storage.
Risk Factors
| Risks |
Tape Drives |
In-place Hard Drive |
DVD |
Off-site Server |
USB Drive |
Cloud |
| Hardware Failure |
High |
High |
High |
High |
High |
Medium |
| Software Failure |
High |
High |
Medium |
High |
Medium |
Medium |
| File System Corruption |
High |
Medium |
Medium |
High |
High |
High |
| Accidental Deletion |
High |
High |
Low |
High |
High |
High |
| Viruses |
Medium |
High |
Medium |
High |
High |
High |
| Theft |
High |
Low |
High |
Medium |
High |
Low |
| Sabotage |
High |
Low |
High |
High |
High |
Low |
- Initial Cost – The amount it will cost to setup the initial backup process
- Ongoing Cost – This includes, maintenance and the purchase of media products such as additional tapes, DVDs or hard drives.
- Expandability – The ability to expand the service to allow for more backups
- Automation – How easy it is to allow the backup service to run without a user having to start the process?
- Convenience – What is involved in accessing the process?
- Accessibility - How easy is it to retrieve the data or back up information?
- Performance – How fast is the service?
- Auditable – Can the information be accessed easily to perform internal audits of the backups?
Cost and Lifecycle
| Risks |
Tape Drives |
In-place Hard Drive |
DVD |
Off-site Server |
USB Drive |
Cloud |
| Initial Cost |
Medium |
Medium |
Med/Low |
Med/High |
Low/Med |
Medium |
| Ongoing Cost |
Medium |
Low |
Medium |
Med/High |
Low |
Medium |
| Expandability |
High |
Low |
Medium |
High |
Low |
High |
| Automation |
Low |
High |
Low |
High |
Low |
High |
| Convenience |
Low to High |
High |
Low to High |
Medium |
Low to Medium |
High |
| Accessibility |
Low to Medium |
Medium |
Low to Medium |
Medium |
Low to Medium |
Medium |
| Performance |
Low to Medium |
Medium |
Medium to High |
Medium to High |
Medium |
Medium to High |
| Auditability |
Low to Medium |
Medium |
Low to Medium |
Medium |
Low to Medium |
Medium |
Planning
With all backups, regardless of the media used, a plan must be put in place. This plan ensures the backup will cover the necessary information as well as executing and auditing. For more information review the Dealership Infrastructure Guidelines (DIG) document.
Today, computers are used throughout the dealership. Not only are computers important to managing a dealer's daily operations, but they are critical for processing Dealer Communication System (DCS) and financial transactions with the manufacturers. However, dealers have been limited as to how their computers could connect to those of the manufacturers.
Manufacturers have moved their DCS processing from the dealership to the Internet. Now, dealers have the opportunity to improve their businesses and reduce the “connection” cost to manufacturers and others.
Start with the STAR DIG
A good place to begin the project is with STAR, the auto industry's IT standards organization, and its publication, Dealership Infrastructure Guidelines (DIG), which describes what needs to be done in the dealership to get the entire dealership on the Internet.
Most dealers and dealership staff won't need to read the entire DIG document. However, they should give a copy to the technology vendor that's going to help them get all of the dealership departments on the Internet. You should find the Executive Summaries and checklists of value to you and your dealership staff. To access the document, click here (requires the free Acrobat Reader).
The DIG includes several checklists (see Appendix H, Project Checklist) that can guide dealers and their IT vendors during this project. Like other major projects, dealers should require written proposals from two or more vendors that they feel are qualified to do the work.
At a minimum, contact your IT vendor that provides the dealership computer system, the company providing the dealership's current Internet services, and the phone company. Dealers may also want to contact the local company that has wired the dealership for computers and telephones.
Contact the Manufacturer
Contact the manufacturer and get a schedule of the project that's using STAR standards to convert DCS and financial application processing to the Internet. Find out when and how the manufacturer will be converting to the Internet. Then, using the checklists in the DIG publication, develop a project plan that will have the dealership Internet-ready before the manufacturer's project is completed.
For more information on STAR, send an email inquiry or call (703) 556-8584.
For general information, email us or call (703) 821-7270.