One of the most dangerous yet common mistakes business owners make is assuming “it will never happen to me”. However, there are only two types of people: those who have had a data loss and those who are about to.
What would happen to your business if you had a major data loss? The possibility is definitely there; this can’t be denied. 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 them.
Here are eight questions you can ask yourself to test your disaster preparedness.
- First: Do we back up our data?
- Do we back up all of our account information?
- Do we back up our email files?
- Is our Calendar and Contact information backed up?
- Do we back up folders and files from each computer?
- Are we always saving our files to an area that will be backed up?
- Do we back up data frequently enough?
- Do we know where our backups are and how to use them?
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.
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.
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.
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.
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?
Consider where each and every file your 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.
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.
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.
Need help? We’re experts in guiding small businesses in setting up a backup system that meets their unique needs. Give us a call today to discuss the options available to keep your business data safe and sound.