Your company’s computers are an essential core of your operations, working to store financial transactions, customer databases, and software programs. However, when was the last time you backed up your company’s critical data?
Unfortunately, there are too many small businesses that do not have a data backup procedure. Many of these businesses suffer the consequences of lost valuable data when their laptop or network crashes, or worse, a fire or other disaster destroys computer equipment.
Thankfully, there is an easy solution: backup your electronic files. You should not just protect your data every now and then, but on a regular basis. Here are three simple steps to ensure that your valuable electronic data never gets lost.
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Archive Your Important Data Regularly
What is considered important? Executable software can easily be re-installed, but files created by software programs cannot be recovered if lost. Store your critical data files that contain financial transaction information, your databases, spreadsheets, documents and letters, graphic files, email files, and anything you consider absolutely necessary.
Once you know what files need to be archived, formulate a regular backup procedure. Daily backup is a good plan, but at least do it weekly.
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Choose Backup Media Wisely
You may think that simply backing up your files onto a CD-ROM is sufficient. However, you may be surprised at just how unreliable recordable digitally-read media actually is. Recordable CD-ROMs have a tendency to decay over time, become unreadable if bent left in hot or cold conditions, and simply fail for no obvious reason.
Ironically, magnetic analog tape is the best storage method for digital data, but tape drives can be very expensive.
Your best bet is to save your small business data onto external hard drives. Hard drives have become very affordable and offer Terabytes of storage capacity.
Another version of external hard drives is an online backup service like Iron Mountain or Carbonite, but these can become expensive with long-term monthly charges.
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Storing Your Backup
Of course, you want to have your backed up data on hand to restore if needed immediately. However, the worst strategy is to leave your backup source onsite at your business. A fire or other disaster could not only wipe out your computer files, but also your backup sources. The best decision is to store your valuable and critical data media off-site. It could be your home or split up at different locations like a bank safety box.
Save your valuable business data in case of emergency, and choose a regular backup schedule and backup media wisely. In a data crash, your business will still be protected.
