How to Backup Business Data
Backing up business data is an integral part of ensuring the survival of your company. A lightning storm can cause a power surge, resulting in the loss of files across an entire office. Although the odds of a natural disaster striking your office are rare, fires, floods, tornadoes, and other unpredictable disasters can wipe out an entire company’s client list, purchase orders, accounting documents, and all other important files in just minutes. Despite the amount of insurance your business has, there is no way to protect the electronic operations of your company – unless you take the necessary precautions and backup all business data on a regular basis.
o Determine Which Files to Backup
Every single computer in your office does not need to be cloned, and creating copies of executables such as software programs is unnecessary, as reinstalling applications such as Excel or Quicken can be done easily. However, it’s important to back up any files created or edited with these applications. All e-mail correspondence pertaining to the business should also be backed up.
o Consolidate Files on One Drive
Having important files scattered across different folders and drives on your computer can complicate the backing up process, and you run the risk of missing or forgetting to include a certain folder when you’re backing up files. Save all of your files to one drive on your computer, such as the D drive. Then, when you’re backing up your files, you can select the entire D drive to be backed up, and not spend several minutes trying to ensure every folder is included.
o Use Backup Utility Software
Manually backing up data can be time consuming, and PCs and Macs both offer backup utility software that can backup files as frequently or infrequently as desired. Apple computers are currently sold with a program called Time Machine, which archives files hourly. There are several backup software options available for PCs, including Norton Ghost, EMC Retrospect, and Acronis True Image. In most cases, an external hard drive will be needed to act as the destination drive for the backed up files.
o Set Up an Archiving Schedule
The frequency of how often your files are backed up is up to you, but it is recommended to back up files on a nightly basis. Should the worst occur and all files are lost on your computer, this will allow you to recall the data quickly and resume the daily operations of your business in a matter of minutes.
o Store Files Online
Employing the services of a company such as Egnyte or SOS will enable you to backup the majority of your business’s day-to-day functions on a separate server. If a fire or natural disaster should occur and damage all computers and backup drives in your office, your company’s files will still exist on the online server and can be easily accessed. Egnyte and SOS also provide additional benefits and services that extend beyond basic file online backup, including cloud computing.
o Create Physical Copies
Printing out physical copies of tax documents, contracts, or other important documents and storing them in a safety deposit box is another way to ensure the livelihood of your business.
Experiencing technical difficulties and losing information doesn’t have to cripple your business. By backing up files on a daily basis, utilizing online storage, and determining which files are necessary to preserve, you can protect the files that are necessary to ensure the livelihood of your business.