Data Replication 101: How to choose the right data replication solution for your business

Data runs the world today.

It’s the lifeblood of any business activity. Without it, companies simply can't function, and business leaders can’t make the right decisions.

And it is the instant access to accurate, up-to-date information that gives companies a massive edge over their competitors.

But here's the challenge. How do you ensure that all your employees, spread across different locations and time zones, can access the data they need when they need it? How do you keep this data consistent, secure, and always available?

The answer and the solution to this is data replication.

Data replication helps businesses stay agile, make smarter decisions, and outperform their competitors. 

In this guide, we will explain everything you wanted to know about data replication: what it is, what the main types, methods, and approaches are, when do you need it, what the benefits and challenges are, and how to choose the right data replication solution for you.

What is data Replication?

Data replication is the action of copying data from one location to another, as well as storing it in different places. Replication helps companies keep data up to date and ensure data backup and synchronization across multiple locations, systems, or applications.

Data can be replicated on demand or can be transferred in bulk (batches) based on a specific schedule. Data can also be replicated in real-time, each time modified at its source.

Let’s glance at some examples to better visualize the practical benefits of data replication.

EXAMPLE: BANK

Imagine a local branch of a bank. Usually, all records of their customers' accounts and transactions are stored on computers at their main branch.

Data replication helps the bank to make exact copies of all this important customer data and store them on computers at other branch locations or other secure data centers.

There are a few important benefits of data replication for a bank:

• If something bad happens to the main branch (like a fire or flood), they don't lose all their data.
• Customers at other branches can access their information quickly because a copy is stored nearby.
• If one computer system fails, others can take over, so the bank's services don't get interrupted.

EXAMPLE: RETAIL CHAIN

Think of a clothing retailer with stores across the country. As a rule, the company keeps a central database with information on inventory, sales, customer data, and pricing.

Data replication helps the company to copy this data to servers in each regional distribution center and individual store.

The data generated in each individual store will be replicated back to the central database, so that uptodate data is available centrally and completes the data loop.

Here are just a few benefits of data replication for a retail chain:

• Each store can quickly check stock levels across the entire chain, helping with restocking and transfers between locations.
• Price updates are replicated to all stores simultaneously, ensuring consistency.
• Any store can access a customer's purchase history, making returns and exchanges smoother.
• If the central system goes down, stores can continue operating using their local data copies.

EXAMPLE: HOTEL

Consider a global hotel chain with properties around the world. Typically, the hotel chain keeps a central reservation system containing all guest information and bookings. 

Data replication helps the hotel chain to copy this information to servers in each local hotel.

The benefits of this for a hotel are many:

• Any hotel or the central reservation system can access up-to-date room availability across all properties.
• Hotels can access guest preferences and history – no matter the location.
• Membership points and status updates are replicated across the system, which allows real-time upgrades and redemptions.
• If internet connectivity to the central system is lost, hotels can continue to operate using their local data copy.

As the amount of collected data increases exponentially every day, the need for real-time and up-to-date data synchronization has heightened the need for data replication today.

When do you need Data Replication?

If your company operates in different locations, you need to make sure your data is correct and of high quality. Especially, if this data is created in different parts of the world and by different teams.

To make sure your business works in unison, everyone in your company needs to be able to access the same, latest data.

One challenge here is to ensure that these different sets of data are up-to-date and safely stored, no matter where the employees using it are.

Another requirement is that the data created in different places needs to be automatically shared between the systems. Without that, people will end up entering the same data twice, waste time, and use outdated information. But if everyone has access to the same data sets, your company can make decisions based on correct and current information.

What concerns technical capabilities, data replication is often a popular solution for companies that are using one central server and have employees working remotely from a laptop – for example, salespeople or technicians. 

But it can also be used by companies that have a central server at headquarters and various sites (for example, production sites), each with their own local server.

That’s why connecting all these different systems is absolutely necessary.

So, what are the different ways of data replication?

Types and Methods of Data Replication

There are different types and methods of data replication that vary depending on individual requirements and scenarios.

There are two distinct approaches to replicating data. Full data replication refers to a complete database duplication, while partial replication refers to the duplication of only specific fragments of your data.

➡️ Choose full data replication if you need to have an entirely identical copy of your data in all your locations.

➡️ Choose partial replication if you divide your database in several parts and store it in different locations – each relevant for the specific type of data. 

Whether you choose a full or a partial data replication approach, you then must select the right data replication software solution for you. However, choosing between data replication technologies is no easy task. We will discuss it in greater detail in Chapter 6.

Types of data replication:

• An array-based replication means you’re using a software solution that automatically replicates data between systems.
• A hypervisor-based replication means you’re copying entire virtual machines from one server to another.
• A network-based replication is used for heterogeneous data systems as it supports any platform.
• A host-based replication means you’re using application servers to copy data from one site to another.

Methods of data replication:

• Synchronous – when data written in one system is immediately copied to the other system(s).
• Asynchronous – when a screenshot of the data is copied at a point in time and transferred to the other system(s).
• Near synchronous – data is always being replicated, but only the data that has been modified is transferred to the other system(s).

Often, companies choose their usual IT vendor to provide them with a data replication solution. While it might be the easiest way to do this initially, this is not always the right way if they want a future-proof solution.

LEVELS OF COMPLEXITY

Data replication can vary in complexity depending on your needs and the type of data you want to replicate. 

Let’s break down the levels of complexity when it comes to data replication:

1. The easiest level is simple file copying, which literally involves copying files from one place to another. This is similar to making a backup of your photos on an external hard drive.
2. A slightly more complex is database mirroring that involves creating an exact copy of a database in real-time. It’s like having a twin of your main database that's always up-to-date.
3. The next level is called master-slave replication in which one main database (master) sends updates to copies (slaves). Slaves can be read from, but not written to.
4. One level up is multi-master replication, where multiple databases can be updated independently and changes are synchronized between all databases. It’s similar to a group project where everyone can edit the document
5. Another way is called snapshot replication in which periodic full copies of data are made. It’s useful for data that doesn't change often and can be compared to taking a photo of your data at specific times.
6. Next is transactional replication that automatically replicates individual transactions as they happen, making sure databases are consistent in near real-time. It’s like keeping a detailed log of every tiny change.
7. Level up is merge replication that allows changes from multiple sources to be combined and is used for systems that sometimes work offline. Similar to syncing changes from your phone and laptop to the cloud.
8. A more complex method is bidirectional replication, which means that data can be changed at any location and synced with others. This way requires conflict resolution mechanisms. It can be compared to a shared calendar where everyone can add events.
9. Finally, it’s the cloud-based replication that involves cloud services to manage replication across locations and complex setups with multiple data centers. It’s similar to having your data spread across different cities or countries.

Naturally, each level requires more sophisticated tools, more careful planning, and often more resources to manage.

Which one suits your business best depends on such factors as: how quickly the data needs to be updated, how much data there is, and how important it is to have the most up-to-date information at all times.

Advantages and Limitations of Data Replication

As you can already see, there are many benefits of data replication.

From making your data network more reliable and providing access to the same information in multiple systems to ensuring data security, data replication considerably improves your productivity, reporting and data analytics capabilities.

Here are the main ADVANTAGES of data replication:

• Increase the reliability of your systems. You have accurate data at all your geographical locations. You can ensure that your employees have access to reliable data and can trust your systems for business-critical decisions.
• Lighten up the load from your network. Because you have local copies of your data, you can produce reports and updates without taking down your network.
• Increase system speed. Thanks to the available data copies, data queries can be done quickly.
• Make queries easier. With data replication, you can easily make queries on data available across various systems in your network. It makes it easy to fetch data.
• Streamline processes. Your company workflows are improved, and your employees’ productivity is enhanced as you can rely on data and eliminate ineffective processes.

💡 A major benefit of data replication deserves a separate mention though – disaster recovery.

Data replication is your company’s safety net when disaster strikes. It can even become a cornerstone of your business’ data recovery strategy. By taking a screenshot of your data and storing it on another server, data replication safeguards your information from server crashes, hackers or cyberattacks.

In short, having backups spread across different geographical locations is one of the safest ways to keep your business running smoothly, even in case of a data loss.

While data replication has many benefits, it also has a few challenges or LIMITATIONS.

• Having multiple data copies can tremendously increase your storage requirements. Moving more and more data from one source to another means more network capacity, increased processing power and impeccable server performance.
• Data replication’s success heavily depends on data quality. Any consistencies in your data centers will potentially cause trouble. Your database administrators, therefore, must review and secure the highest quality of data continuously and avoid any kind of data loss.
• Maintaining many copies of your data can become a complex task requiring advanced data replication techniques.

These disadvantages can be avoided with the right data replication solution.

Why finding the right Data Replication tool is important

Finding the right tool for data replication is a serious task. After all, your data is your most valuable asset – so treat it as such. Securing data should be your top priority.

Here are a few reasons why businesses might struggle to find the right data replication tool.

Spoiled for choice. Let’s be frank – there are lots of tools out there, each with its own features and strengths. Choosing from many options could be confusing.

Scalability is a must. What your business needs today might change tomorrow, so you need to find a flexible tool – the one that will change together with your changing circumstances. Businesses need to look for data replication tools that can handle large volumes of data and deliver high performance, especially for real-time applications.

IT complexity overload. Many businesses have a mix of old and new systems. Therefore, finding a tool that works with everything, can handle complex IT infrastructures, all the while ensuring data integrity can be really tricky.

Compatibility and ease of integration. A data replication tool must not only be compatible with your existing systems, but also be relatively easy to integrate with your business's existing IT infrastructure, such as databases, applications, and cloud platforms.

Good tools may be expensive. Businesses that choose a data replication solution may find it difficult to know if the cost is worth it. After all, before buying anything you need to evaluate the tool's potential ROI. You should weigh in such factors as licensing fees,implementation costs, and the value that the replication solution brings to you.

Data security is number one priority. As data replication involves copying sensitive information, the solution you opt out for must keep data safe at all costs. Therefore, you need to make sure that the data replication tool you choose complies with relevant data privacy regulations and offers reliable security features to protect sensitive data.

All of these concerns and needs often make it hard for businesses to feel confident they're making the right choice. They are under a lot of pressure to pick a solution that's not too complicated, not too expensive, not too limited, and secure enough for their needs.

RAPIDI REPLICATOR: WHAT IS IT AND HOW CAN IT HELP YOU?

Presenting to you – Rapidi Replicator – one of the solutions that can make data replication secure, fast and easy. 

Part of the Rapidi integration platform with a subscription-based pricing model, Rapidi Replicator helps you share and replicate data across multiple Microsoft Dynamics databases, such as Microsoft Dynamics 365 Business Central, Microsoft Dynamics 365 Finance, Microsoft Dynamics NAV, and Microsoft Dynamics AX.

Rapidi Replicator can be deployed as a cloud solution or as a hybrid solution without any code changes to Microsoft Dynamics.

The hybrid version of Rapidi Replicator is the engine that runs the data transfer and can be installed on your own servers so all your data is kept within your own network. It can replicate your data locally, but configure the transfers online. Meanwhile, the cloud interface is used to generate new configurations to be deployed in your solution.

Fully scalable, Rapidi Replicator can replicate a system with just a few databases or a larger one with several hundred databases and parallel processes.

WHY CHOOSE RAPIDI REPLICATOR?

• Flexible, easy to set up, and cost-effective solution that can be easily adapted to your specific needs
• Support for many different systems and databases and ERP systems
• Support for a heterogeneous environment, meaning Rapidi supports different versions of the Dynamics family also in a mix. So if you are running a mix of Dynamics NAV, AX, and Business Central, it is possible to have replication of data running via Rapidi Replicator
• Support for earlier or legacy versions of Dynamics applications
• No need to get a VPN connection
• Easy to monitor and maintain, as the configuration is done online
• Monitor your data replication from anywhere at any time
• Access your Microsoft Dynamics NAV data 24/7
• No need to purchase extra NAV objects
• Automatic data replication between multiple Microsoft Dynamics databases
• Carry on with your operations even if your network is down and replicate later
• Possibility of using Microsoft Dynamics NAV web services or NAS Server (access to C/AL Code)
• If you are upgrading your IT stack from, for example, Dynamics NAV to Dynamics 365 Business Central, you can still have the replication running and it will still work
• Possibility of replicating data with two Microsoft Dynamics NAV systems running parallel while upgrading

7 STEPS OF DATA REPLICATION WITH RAPIDI

STEP 1: Sign up on the MyRapidi platform.

STEP 2: Download and install the RapidiConnector.

STEP 3: Log on to the source and target systems via MyRapidi.

STEP 4: Click on Read Design. You will then get access to all tables and fields in your systems, including customizations.

STEP 5: Start mapping. You can choose to map all fields in a table or only some of them.

STEP 6: Decide how often you want the transfers to run.

STEP 7: Do the data sync, and you are good to go.

In a nutshell, Rapidi Replicator is a highly scalable and reliable solution that can help you synchronize data between many different systems/databases. Offering a near real-time transaction replication, it is easy to configure and doesn’t disrupt the performance of operational systems. 

For more detailed information on Rapidi Replicator – download our FREE eBook

REAL-LIFE EXAMPLES OF DATA REPLICATION USE

Retailers, hotel chains, NGOs, or any international companies with multiple sites are just a few examples of organizations that could benefit from data replication between a central ERP system/database and several decentralized systems.

There are many examples of data replication usage in different industries. Let’s take a closer look at some real stories of companies that use Rapidi Replicator to synchronize their data.

IMAN COSMETICS

IMAN Cosmetics produces make-up designed for multicultural women with all skin tones. They needed a solution that would link their central Microsoft Dynamics NAV solution and their local warehouse solution, which is also based on Microsoft Dynamics NAV. 

Before implementing Rapidi Replicator, IMAN Cosmetics had their data in both their local and our warehouse Microsoft Dynamics NAV. However, the systems were disconnected, so their employees didn’t have real-time access to the necessary data. 

In a vision of having an integrated warehouse solution, they needed a stable and secure link between those two Microsoft Dynamics NAV systems.

IMAN Cosmetics benefited by:

1. Improving their work routines. IMAN Cosmetics reduced manual work processes and cut the time spent on entering data in two systems.
2. Improving data accuracy. By removing double data entries, they ensured higher data quality.
3. Improving data access. All resources throughout the company had access to valuable data – in real time.
4. Increasing control and flexibility. They no longer need a 3rd party to manage their data and build reports.

Read the full story

REMA 1000

REMA 1000 is a multinational discount supermarket chain headquartered in Norway with a strong presence in Scandinavia. They needed a smooth data exchange between over 363 stores and their headquarters. 

They found the best solution – Rapidi Replicator. 

REMA 1000 needed to link around 363 stores with their general financial system (Microsoft Dynamics NAV). This meant a whole lot of data (about 1 million records) going back and forth every day between each store and the central headquarters.  

Information about products, prices, special offers, campaigns, and employees had to be up-to-date in each store and at headquarters level. They needed all that information to be managed and transferred efficiently and securely.

REMA 1000 benefited by:

1. Saving time and money because they could eliminate double data entries and gain access to constantly updated data.
2. Concentrating on their core business because all additional workload, worries, and uncertainties about their data were removed.
3. Gaining a better overview of their business thanks to complete data control.

Read the full story

CONCLUSION

Data is everywhere, and it comes in mind-bogglingly large volumes. 

Eric Schmidt, a former Executive Chairman at Google, once said: “There were 5 exabytes of information created between the dawn of civilization through 2003, but that much information is now created every two days.”

One of the ways to access and manage this gigantic amount of data that exists in various locations is through data replication.

Data replication is a crucial process for modern businesses as it enables instant access to up-to-date information across multiple locations and systems. It enhances data reliability, system speed, and disaster recovery capabilities.

As businesses continue to rely heavily on data for operations and strategic decisions, implementing an effective data replication strategy becomes increasingly important. 

By understanding the types, methods, and complexities of data replication, companies can ensure data consistency, security, and availability across all teams and locations, which leads to improved performance.

However, data replication also presents challenges, such as increased storage requirements and the need for always maintaining high data quality. 

Therefore, choosing the right data replication tool is essential. You should consider such factors like scalability, compatibility with existing systems, security features, and cost-effectiveness. 

One of such reliable tools is Rapidi Replicator – a flexible solution for Microsoft Dynamics environments, offering easy setup, scalability, and efficient data synchronization.

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