They say it's better to look ahead and prepare than to look back and regret. Marcus found that out for himself when a fire destroyed the building that housed his third-generation family law practice. It ruined the computer system, burned legal documents and accounting and business records, and melted his backups.
For Laura, it was a flooded home that irrevocably damaged her computer, personal financial records, and backup disks.
Marcus and Laura did not follow best practices in backing up and storing critical software, records, and data. For them and many others, the lack of basic planning and an onsite and off-site backup and data recovery strategy is disasterous. A recent study discovered that the two-year survival rate for a business that experienced a "major loss" of computer records was only 50 percent―and the long-term survival rate was less than one in ten!
The consequences of losing personal data can be just as devastating.
So, what should you do? It all comes down to creating a comprehensive strategy, then testing it and following through on a consistent basis. Your data backup and storage procedures must be current, well-thought-out and regularly tested.
Fortunately, technological advancements have made backup and disaster recovery processes much easier and more reliable than ever before. Following are a few simple steps to ensure that your data will be safe and readily available if disaster strikes your business, home, or computer system:
Develop a Comprehensive Strategy
What software and data will you back up? Do you have important information in paper files that must be copied or scanned? How often will you back up your data (or categories of data), and how many backup copies will you maintain? Do you have a budget for the backup/restore process? What technologies will you use for on-site and offsite backup and recovery? Will you include an online (also referred to as cloud or cloud-based) option in your backup plan? Who will be responsible for executing and monitoring the plan, and testing the backups? How quickly do you need to be able to restore your data (or categories of data) in the event of an disaster or other emergency? Where will you attempt to restore your data in the event that your computer system or physical location are destroyed?
Back Up Your Critical Data Regularly
The most important files for continuing work after a disaster are the files you are working on now. Consider using one of the new online backup services―or purchase a USB flash drive or other fast portable device to back up your current work at least once a day. You can copy hundreds of spreadsheets and documents to a USB flash drive, a PDA, or an MP3 player--or to your online backup location. All of these approaches provide quick and easy storage for partial and temporary backups, and allow you to readily maintain critical files off-site.
Automate Your Daily Backups
The more comprehensive procedure to back up of all your data files should be automated to the maximum extent possible. This approach reduces the chance of error or failure due to changes in schedules or untrained personnel. Most backup software also allows you to schedule backups at night or over the weekend. Some online services and backup software will allow you to automatically eliminate redundant copies of data files from the backup procedure.
Change Your Backup Media Often
Media can and do wear out, and should be tested and replaced on a regular basis. For CD backups, you can buy less expensive one-write CD-Rs and simply use a new CD every time. Backup tape can be expensive, but has a much greater capacity than a CD and can be reused many times before it needs to be replaced. To help ensure a good backup, reformat the tape.
Maintain at Least One Copy of Your Data Off-Site
To supplement your on-site backups, use an online or cloud service and/or a data storage service or a bank safety deposit box--or simply take a backup home with you. If your primary location is damaged or destroyed, your on-site backups will very likely be unusable or unavailable. You'll need to rely on your off-site backup to resume your operations.
Know Your Equipment
Be sure to maintain an off-site copy of any backup software program you are using, as well as access to any hardware you'll need to read backup tapes or CDs in the event of an emergency.
Test Your Backups Frequently
Routinely restore a few files or folders onto a different computer, just to be sure that you can. For online services, schedule online validation tests. Your online and off-site backups won't be of use to you if they're corrupted or blank.
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