8 Actions to Guard Against Data Loss
By Modi Haninovich, Infoaxis Technology Solutions
Data loss disasters come in many forms, ranging from simple human errors to “acts of God” that cannot be controlled. However, you can control how you prepare for such occurrences – and the steps may be easier than you think.
Here are eight questions you can ask yourself to test your disaster preparedness.
1. First: Do we back up our data? It’s amazing how many small businesses do not have a backup system in place. It’s so easy to assume disaster won’t strike you. But data loss doesn’t always come from huge, cinema-worthy disasters. They can result from simple everyday errors – yet have huge disastrous results. Don’t let this be you.
2. Do we back up all of our account information? Many small businesses tend to keep their accounts data on one employee’s PC, instead of the network which is on their backup schedule. But what if you lose your customer database? Be sure it’s included in the files to be backed up.
3. Do we back up our email files? Ever wish you had that one email from a few months back, in which a customer gave you the “go ahead” – but now they’re refusing to pay for your work? These days, email is increasingly used as legal evidence of agreements or notices to proceed. If they’re included in your backup, you can easily pull up even deleted emails – received or sent.
4. Is our Calendar and Contact information backed up? What if you came to work one morning and your online calendar and address book was gone? What appointments and communications would you miss, and at what cost? Most of the time, by default your Outlook Contact and Calendar files are stored on the individual PCs. Make sure these files are included in your backup set.
5. Do we back up folders and files from each computer? In addition to important information that is stored in shared networks, think about the files that each of your employees create and use on their own hard drives. Spreadsheets, letters, memos, databases – wouldn’t it be a shame to lose all that work?
6. Are we always saving our files to an area that will be backed up? Consider where each and every file you work on is being saved. Will it be included in your backups? Develop policies and educate your employees on where to save their work so it’s included in your backup schedule.
7. Do we backup data frequently enough? This answer to this question is: how much work are you willing to risk? Say you complete an important contract on Tuesday morning, and an employee accidentally deletes it that afternoon. But you only run backups on Monday, Wednesday, and Friday. Bye-bye contract! A more frequent backup schedule would have saved the day.
8. Do we know where our backups are and how to use them? If you use USB drives, external hard drives, or backup tapes for your backups, are you storing them offsite in a safe place? Even if your files are backed up to the cloud, do you know how to recover them in case of an emergency? Knowing your backup system and keeping it safe will ensure you can get back to business quickly and efficiently.
Even if you already have a backup system in place, take a few moments to think about your specific business. If the unthinkable happened, exactly what data would you need to get back up and running? What could you not operate without? Once you identify these things, simply make sure they are included in your backup.
Modi Haninovich has over 20 years of experience in the IT industry, providing Information Technology solutions and services – including setting up backup systems to meet businesses’ unique needs. You can find Modi at www.infoaxis.com, 917-534-6764, or drop him a note in the comment section below. And, don’t forget to share his post with your friends on Facebook and Twitter.
The views, opinions, or expressions provided by Modi Haninovich do not necessarily represent the views, opinions, or expressions of the City of New York, the New York City Department of Small Business Services, and/or NYC Business Solutions.