Or … How to back-up your data like a boss
You may think your back-up systems are safely in place, but when was the last time you checked that these protocols are working as they should?
Have you ever turned on the air-con for that first hot summer day to find that the unit isn’t working and needs emergency attention? You spend a few hot, sweaty days waiting for the repair person, fingers crossed that it’s an easy repair, and not a costly breakdown and replacement.
Losing your data is the same. Except that restoring data is always expensive and not always possible. You can’t simply replace your data like you can an air-conditioner or a computer. And if the data is gone forever, that means serious implications for your business operations.
However, some people like to live dangerously. So rather than another blog post reminding you about how to protect your data, here are our Top 5 Ways to Lose Your Data (not that you would do any of these, but maybe you know someone who does)…
1. Do not have a back-up protocol in place
A robust back-up protocol is one that happens without you. It does not rely upon you remembering to push a button, connect a cord, or even be seated at your desk. We recommend a service like BackOnLine which automatically syncs your back up remotely and in real-time. It’s a ‘set and forget’ service that sends you a daily update to let you know that all is well with your data.
2. Only store your data in one location
Ok, so you back up every day, or even twice a day. That’s great. But do you keep a separate back-up off site, away from your actual office? If you simply put a hard drive in a draw, or even back up to your own desktop, then your data is still at risk from fire, flood, theft or just simple disk corruption.
You also need to either drop another back-up hard drive to a secure storage facility at the end of each day, or use a remote back-up service that stores your data in the cloud. The best services (such as BackOnLine) will mirror your data to 2 or 3 other cloud locations, giving you absolute protection.
3. Do not ever test your back-up
Have you ever tried to restore your back-up files? We have had clients who assume their back-up is working as it should, only to discover a virus, disk error or disk corruption has occurred that is preventing the data upload or download. Firewalls and security software can also block correct online back-ups if they are not configured correctly. (You need to test your back-up at minimum every week to ensure all is well.)
4. Thinking that docs and files are safe on your desktop
If your computer crashes, then your desktop files are often lost forever. If you are a habitual ‘save to desktop’ computer user then it’s time to change that behaviour. Info-Organiser allows you to save and archive all your docs simply and speedily in a secure and searchable database.
5. Stay attached to paper files and avoid using electronic filing software
Many people still print emails, attachments and other documents because they think it’s safer to keep a paper copy. Unfortunately this is a false sense of security. Paper files are at risk of fire, theft or just simple loss from being misfiled or misplaced. Printing is also unnecessarily costly – paper, toner, electricity – it all adds up to a huge expense that can easily be avoided by using electronic filing software, such as Info-Organiser.
Most Info-Organiser Document Management software clients have a sound back-up and disaster prevention protocol in place to protect your data already. However there are always a few unfortunate situations that occur every year, which could have been prevented with planning and care.
Ask us for more info about how to implement a back-up service or protocol today, and enjoy this year like a boss, fully in control of your data.