Business disruption can close you down. Continuity after disaster hits is crucial. You can take concrete steps now to prevent a business interruption wiping you out. Imagine if all your business info were to go up in a puff of smoke! If your vital business information is not protected you could be severely hampered in your keeping your marketing, production, sales and cash flow going.
1. Develop a Business Data Backup System
Firstly, LIST ALL KEY DATA without which you would not be able to exist. Put in place a business data backup SYSTEM. Set about backing up tis key data. Accountability is important so hold your people – and yourself – accountable for its implementation. Commit this procedure to writing.
You need to consider:
- WHAT data is crucial to the ongoing smooth operation of your business?
- WHEN do you backup your key business data?
- What backup MEDIA will you use? What is most stable and reliable?
- WHERE will you store it once you’ve backed up – on site of off site? Evaluate alternatives from the point of view of risk.
- I recommend backing up your data at close of business daily.
2. EXECUTE a Physical Data Backup
If you spilled your coffee over your laptop, what would that mean for your business? Back up your data now. But before you physically go about saving your data, you need to decide which media to use. Some are more reliable than others.
- CD-Rom data backup – a popular, inexpensive and easy but are an UNRELIABLE way to backup your data. They can get lost, have only a limited life, can get scratched or otherwise become corrupted.
- Using tapes – Tape backups are much more reliable than CDROMs, but tape-drives and associated media are comparatively very expensive. If you can afford the equipment, however, tape backup is far and away the best backup method.
- External hard-drive – Much less expensive than tape systems they are much more stable than CDs. They’re simple to use and all you have to do is plug the hard drive into your computer’s USB port.
- Online backup services – On the cloud! For me this takes a leap of faith. There’s the issue of trust, cross contamination with other data and files, going public on the net and simply not knowing if your supplier will be around tomorrow.
3. Off-Site Data Backup
Where possible, you should store their crucial data off site. The exception to this is where you have fire-proof indestructible safes. However, many organizations such as government bodies, financial institutions and others simply can’t store their data off site and must use record protection cabinets such as the one manufactured by Chubb Safes Record Protection Cabinet.